ACCOUNTS SPECIALIST I-CLERKS OFFICE 24-6-6

POSITION: Accounts Specialist I

DEPARTMENT: County Clerk’s Office

SALARY: $19.71-$23.55 per hour DOE

PAY LEVEL: Level 11 Step 1-10

EXEMPT/NON-EXEMPT: Non-Exempt

SUPERVISOR: County Clerk

SUPERVISES: No

 

 PERCENTAGE OF TIME                           ACCOUNTABILITIES

                   

                40%                                                1.     Accounts Payable-- maintains and balances accounting data as a check and balances of the County Treasurers Office.

                10%                                                2.     Answer phones and Customer Service.

                 10%                                                3.     Prepares monthly reports.

                 20%                                                4.     Motor Vehicle-balances daily transactions with the Treasurer Office and assists with distributions.

                 10%( Varies)                                  5.     Assists with elections (during elections many hours can be attributed to election work)             

                 10%                                               6.     Balance city and miscellaneous specials on tax rolls.

               

 

SCOPE

Responsible for balancing of receipts and expenditures with the County Treasurer’s office, verify and proof the daily transactions. Maintains ledgers, enters accounting data and adjustments to accounts.  Verifies and enters motor vehicle transactions on a daily basis, then assists in the distribution of the registration fees. Prepares monthly reports for instance 911 reports to the state.  Answers phones and customer questions. Does incoming and outgoing mail for entire county. Issue hunting & fishing licenses. Balance cash and records fees. Records and reviews real estate ownership changes, subdivisions, orders of abatement, and taxes from cities; assist with special assessment records. Processes deeds and data relating to transfer to real estate. Registers to vote individuals and helps with most aspects of elections plus will be responsible for election night reporting. Perform other duties as assigned.

 

KNOWLEDGE AND SKILLS:   

1. Knowledge of department policies and procedures.
2. Knowledge of the County’s disbursement documents and associated payment procedures and distribution of tax receipts.
3. Knowledge of the County’s finance system and account codes.
4. Knowledge of basic bookkeeping and accounting procedures. *
5. Knowledge of on-line general ledger resources. *
6. Knowledge of legislative resolution limitations and expenditure effects.
7. Knowledge of computer systems and techniques
8. Knowledge of reading/interpreting computer data output to obtain necessary data and/or correct errors. *
9. Knowledge of personal computer use and associated database and Excel software application. *
10. Knowledge of purchase orders, and contract processing and controls.
11. Skill in maintaining accurate records and proofreading documents. *
12. Skill in reconciling ledger accounts. *
13. Ability to establish and maintain effective working relationship with public, other governmental agencies, and other employees.

 

 

HUMAN RELATIONS

1. Discusses with County staff and vendors the status of bills submitted for payment, and advises inquirer on correct processing procedures.
2. Communicates with various taxing agencies regarding questions about tax distributions and supporting documentation.
3. Communicates with County staff regarding travel and related expense reports.
4. Works with the Purchasing Department in processing pre-encumbrances, encumbrances, and expenditures with the extended purchasing subsystem.
5. Communicates with the Budget Department in processing payments, travel advances, and manual check approvals.

 

ILLUSTRATIVE TASKS (This is not an inclusive list, other tasks/duties may be assigned.)

1. Codes disbursement documents for proper system entry and payment. Enters proper document and pay dates, correct vendor code, proper authorization document number and coding, and correct amount to pay.  Enters description line for each payment made to a vendor on one check.
2. Creates file maintenance documents for newly changed vendor data to include invoice, address, vendor code and other required data.
3. Prepares necessary journal vouchers to redistribute expenses among the various County departments; determines the appropriate departments to be charged and prepares journal vouchers, ensuring that journal vouchers are in balance overall and specific fund.
4. Matches duplicate copies of checks generated with disbursement envelope to verify accuracy, and attaches duplicate to the disbursement envelope. Ensures that all required back-up documents for each disbursement is in the envelope, and prepares original check for mailing.
5. Receives rejected documents from supervisor, researching the cause of rejection and correcting documents accordingly for resubmission into finance system.
6. Purchase orders coordinated, processed, and controlled by checking purchase amount and verifying correct fund code and availability.
7. Contracts coordinated, processed, and controlled by checking partial or final payment amount and verifying correct fund code and availability.
8. Vendor invoices researched and coded to correct accounting distribution.
9. Manual checks prepared, processed, and mailed to payees upon determination of availability of funds and fund code, and upon final approval by appropriate authority.
10. Process deeds and data relating to transfers and record to assure proper documentation.
11. Assist the County Clerk in the conduction of elections, records voter registration, prepares advance ballots, provisional ballots, and assist with mail ballots.
12. Answer telephone and assist public with inquiries.
13. Records and reviews divorces, real estate ownership changes, subdivisions, orders of abatement records and special taxes from cities; assist with special assessment records.

 

ENVIRONMENTAL DEMANDS

Work is performed in a modern office setting.

 

MINIMUM QUALIFICATIONS
Must have a High School diploma/GED, one year of college-level accounting courses or two years of accounting related experience preferred and pass clerical examination at the appropriate level.  Also refer to the KNOWLEDGE AND SKILLS section of this job description.

 

ADA/PHYSICAL DEMANDS

1. Vision - Must be adequate for data entry, checking documents, proofreading, taking messages by written documentation or email.

 

2. Hearing - Must be adequate for telephone communications and normal conversations.

 

3. Speech - Must be able to speak English clearly and to accept a multitude of telephone calls clearly.

 

4. Standing - 10% of the time – making copies and talking to people who come in for information.

 

5. Walking - 5% of the time – taking messages to employees (only when necessary) making copies.

 

6. Sitting - 85% of the time – while answering telephone calls, taking messages, typing, computer use.

 

7. Lifting/Carrying - 15 pounds – very little lifting (supplies, maps, books, files).

 

8. Pushing/Pulling - 10 pounds – minor pushing and pulling (chairs, cabinets).

 

9. Climbing/Balancing - Climbing on foot stool for supplies in storeroom.

 

10. Stooping/Kneeling - Some stooping required, as well as crouching, when filing and retrieving information.

 

11. Reaching/Handling Required on most tasks.