Account Clerk Ops

Inland Regional Center•San Bernardino, CA

About The Position

Under general supervision of the Accounting & Audit Manager, the Account Clerk Ops performs fiscal clerical work involving the calculation, examination, and reconciliation of fiscal records related to employee travel reimbursement, accounts payable, and accounts receivable. The position processes travel claims and accounts payable, handles operational fund transactions, prepares journal entries and bank reconciliations, maintains financial records, and supports audit activities. The role may include acting as a unit sponsor and training or orienting staff, explaining agency policy, reviewing or correcting others’ work, establishing work priorities, and setting production goals. The employee also enters data using agency systems and software, maintains office equipment and an orderly work area, follows safety and information-security procedures, communicates work status and problems to the manager, attends required training, and performs additional assigned work.

Requirements

High school diploma or equivalent.
Twelve months of clerical work experience.
Knowledge of Microsoft product applications.
Knowledge of office practices and procedures.
Knowledge of electronic data processing.
Ability to prepare reports.
Ability to use a ten-key calculator proficiently.
Ability to read and interpret governmental regulations.
Ability to maintain a high level of confidentiality.
Full use of an automobile, a valid California driver's license, and liability insurance at least at the minimum amount prescribed by law, or the ability to provide independent transportation.
Must maintain a safe driving record.
Good verbal and written communication skills.

Responsibilities

Examine monthly employee travel claims for accuracy and completeness and investigate and resolve discrepancies.
Assign Operations (OPS) vendor numbers to new employees.
Calculate travel reimbursements according to agency policy and procedures, select the appropriate vendor and General Ledger account numbers, enter claim expenses, process claims monthly, maintain and file claims, and distribute reimbursement checks.
Process OPS/Purchase of Service (POS)/Revenue stop-payment and void requests; obtain written bank confirmation for stop-payment requests within five days and notify the requester.
Calculate scheduled transfers between the Representative Payee Bank Account and Operations Bank Account based on journal entry updates; prepare Consumer Fund Cash Transfer Forms and forward them to Finance twice monthly.
File journal entry updates and other OPS documents and reports accurately and on time.
Make proper disposition of Operating Fund cash receipts, deposit funds into the appropriate accounts, determine account distribution, and prepare journal entry vouchers for key entry.
Prepare weekly accounts payable input by checking vendor invoices, receiving reports, and purchase orders; determine account distribution, investigate discrepancies, complete input documents, select GL account codes, and enter accounts payable.
Assign accrual and disbursement journal entry numbers, dates, and descriptions; prepare manual journal entries; maintain the journal entry log; and maintain and file accounts payable records.
Prepare monthly bank reconciliations for the Flexible Spending Account, Representative Payee Fund, and Investment Funds.
Prepare monthly cost allocations.
Compile, monitor, and research vendor data to track expenditures.
Assist in gathering records and documents for audits.
As requested or assigned, train or orient new staff, explain agency policy, review or correct others’ work, establish work sequence and priorities, set production goals, and provide general unit procedural information.
Assist with unit projects assigned by the Manager.
Enter data into UFS and/or the PC Network using a variety of software.
Use office equipment appropriately and keep it in good repair; keep the work area neat and orderly; and observe safety rules.
Work cooperatively and effectively with others, contribute to team harmony, adapt to changes and new assignments, and maintain good attendance and punctuality.
Communicate effectively in writing and verbally, and keep the manager informed of pending work, work in progress, and problems encountered.
Use assigned agency IT systems while maintaining security and following agency protocols, procedures, rules, and requirements.
Attend required training and comply with, and ensure program compliance with, agency Personnel Policies and Procedures.
Perform different or additional work as assigned.