Accountant, Auxiliary Accounting

Allan Hancock College•Santa Maria, CA

4d•Onsite

About The Position

Under the supervision of the appropriate administrator, this individual ensures the execution of complex and technical modified accrual and full accrual accounting and budgetary functions within the Auxiliary Accounting Services department. Duties include managing sets of homogeneous financial records, preparing accounting data, analyzing financial statements, and ensuring compliance with regulations for governmental funds and non-profit entities. The role may also involve collaborating with other departments to align financial processes with organizational goals, as well as valuing and promoting the mission and vision of the college. Under minimal supervision, an incumbent in this position will provide a variety of complex and technical accounting services involving the interpretation and specific application of general accounting policies and procedures, demonstrating an excellent working knowledge of generally accepted accounting principles. An incumbent in this position will work with multiple funds and entities and implement the policies, practices and procedures that govern them. The incumbent should be detail-oriented, have strong analytical and organizational skills and work collaboratively with other members of the auxiliary accounting team.

Requirements

Knowledge of: General full charge bookkeeping, accounting, record keeping, and reporting functions; Accounting software systems, spreadsheets, and databases; Payroll reporting, tax laws and procedures; Sales tax laws and reporting procedures; Federal and state tax laws and forms where applicable; Inventory management and accounting; Fixed assets tracking and reporting for financial reports; Modern office practices, procedures and equipment; Oral and written communication skills; Governmental and non-profit accounting practices and laws.
Demonstrated ability to: Prepare clear and accurate financial statements and reports; Analyze accounting data for multiple funds; Make arithmetic calculations quickly and accurately; Read, interpret, apply, and explain laws, regulations, policies, and procedures; Operate a computer to process and retrieve data; Operate a 10-key calculator with speed and accuracy; Communicate effectively both orally and in writing; Maintain records and prepare reports; Plan and organize work.
A Bachelor’s degree in accounting or related field and three years of increasingly responsible experience or any equivalent combination of education, training and experience.
Evidence of a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, and ethnic backgrounds of staff and students and to staff and students with disabilities.

Responsibilities

Prepares, reviews, and analyzes financial statements for a broad range of complex accounting and budgeting activities including state and federal regulatory reports.
Analyzes and resolves discrepancies in accounting data for multiple entities covering multiple funds; posts adjustments to general and operating ledgers.
Ensures each fiscal period is reconciled and closed monthly by fund type and entity, prepares monthly workpaper files for each fund type and entity.
Ensures compliance with all state and federal regulations, policies, and procedures for all entities managed by Auxiliary Accounting Services.
Prepares, processes and verifies semi-monthly and monthly payroll; establishes and maintains detailed permanent employee records; inputs and updates a variety of payroll data and other payroll related information; prepares and/or reviews federal and state payroll tax reports on a quarterly and annual basis; assists with distribution of W-2 Wage and Tax Statements.
Reconciles monthly bank statements for multiple entities covering multiple bank accounts; troubleshoots and resolves any out of balance issues; monitors, initiates and processes the cancellation of lost and cancelled checks; disencumbers purchase orders and requisitions to release funds related to lost or cancelled checks.
Receives receipts and posts a variety of payments and other cash-related transactions; verifies and prepares cash deposits to appropriate banks and bank accounts; imports donor database transactions into financial system for review, editing, and completion to post cash, revenue, receivables, and fees to general ledger; monitors, compiles, reconciles, and posts daily wine sales using multiple sales platforms.
Prepares sales and use tax returns monthly, quarterly, and annually for multiple funds and responsible for timely preparation and submission of sales and use tax returns monthly, quarterly and annually for multiple entities.
Reviews wine transfer logs to determine tax obligations; ensures for timely preparation and submission of sales and use tax returns monthly, quarterly and annually for multiple entities.
Ensures for timely reconciliation and posting of complex investment accounting transactions related to multiple investment accounts held by multiple investment firms; provides accurate reporting of investment data and performance measurements to administrators, committees, and board members.
Ensures for the accurate calculation and posting of the proportional share of pooled investment interest, realized and unrealized gains and losses, as well as fees, and spreading to pooled endowment funds.
Ensures the reconciliation of athletic game personnel expense activity in game official software for each sport’s account; monitors and posts transfer activity between sport accounts to the general ledger to ensure proper recording of expense; processes automated clearing house (ACH) refund within game official site for unused game personnel expenses and posts resulting transaction to general ledger.
Monitors District chargeback fund for auxiliary, ASB and foundation fund activities; responsible ensures for the reviewing of transaction backup and identifies responsible entity and fund; prepares request for District invoice to responsible entity and fund; ensures chargeback fund expense is abated and District is refunded for expenses.
Ensures the daily oversight and management of the athletic per diem card process for multiple sports; ensures the verification, updating, assignment and uploading of traveler details to prepaid card vendor’s website.
Reconciles prepaid card activities to general ledger for multiple funds; extracts and presents usage analytics for management review; serves as backup support to Auxiliary Accounting Technician’s job duties related to prepaid card process.
Ensures the review of ACH payment requests, preparing and processing ACH transactions in bank site and posting resulting transactions to general ledger.
Ensures new vendor setup in the financial system, analyzing the vendor database to avoid duplicate entries, and including obtaining necessary documentation such as W-9 and CA 590 forms, ensuring compliance with regulatory reporting requirements
Monitors the vendor database to ensure data is properly recorded in financial system in preparation of filing the IRS Form 1099 for multiple entities responsible for timely distribution of IRS Form 1099 to vendors by adhering to IRS established deadline.
Ensures the review, completion and assigning of purchase order numbers to all funds managed by Auxiliary Accounting Services; prints purchase orders and remits to vendors for multiple funds; receives and processes purchasing change order requests.
Ensures the review and completion of all accounts receivable related functions and reporting for multiple entities covering multiple funds.
Checks and verifies work of relevant accounting staff; consults with, assists, and supports the appropriate administrator and other auxiliary accounting staff.
Performs online and telephone banking transfers for multiple bank accounts’ posts transactions to general ledger.
Facilitates and participates in the development and utilization of grant budgets and related fund accounts for multiple entities; maintains and verifies financial, statistical, or other fiscal records in connection with various grants; guides department staff on grant regulations and use of grant funds; complies with periodic financial reporting and reimbursement submittal requirements.
Performs and oversees complex inventory control work, including physical counts, budget monitoring; posting transactions to the general ledger; tracking orders, and ensuring accurate inventory reporting to relevant departments and/or board.
Performs complex wine costing calculations to accurately spread the appropriate costs to different cost centers for all wine.
Tracks and records the receiving of grape harvest, bulk grape sales and destruction of unsalable wine.
Ensures accurate tracking of wine units sold subject to California Redemption Value fees and oversees timely submission of collected fees to the appropriate state agency.
Performs interim, weekly, quarterly, semi-annual audits and reconciliations; prepares for and participates in annual independent audits for multiple entities.
Assists with the development and posting of fund budgets for multiple entities; researches and prepares budget expenditure projections; guides department staff with budget transfer requests and adjustments; verifies and makes budget adjustments.
Ensures the daily monitoring of department and entity business email accounts.
Performs other related duties as assigned.