Accounting Specialist I & II

Delta County Colorado•Delta, CO

1d•$22 - $24

About The Position

GENERAL POSITION DESCRIPTION: Position performs specialized accounting duties using standardized procedures. The specialist serves accounting department functions in support of the operations for assigned programs and fiscal services; performs professional accounting duties and responsibilities involved in financial analysis, and reporting for accounts payable, accounts receivable, and payroll; prepare journal entries and general ledger reconciliations; receives public for the administrative building and acts as a resource person regarding assigned areas of responsibilities. The accounting specialist position consists of two separate tiers, each with increased responsibility, experience, and independent operation. Level I Applies skills and job knowledge in area of specialization; applies procedures, operations, techniques, tools, materials, and/or equipment to meet needs of area of specialization at an intermediate level of knowledge and understanding; works on non-routine tasks, projects, and applications; resolves issues/makes working decisions within area of specialization or responsibility with intermittent supervision. (minimum of 5 years of experience in related duties) Level II Works on varied tasks ranging from routine to complex. Applies full range of specialized skills and job knowledge; frequently adapts procedures, techniques, tools, materials, and/or equipment to meet specialized needs; performs broad and/or focused assignments under administrative supervision; relies on experience and judgment to plan and accomplish assigned responsibilities. (minimum of 3 years of organizational position experience which may be waived with related degrees or certifications) ESSENTIAL FUNCTIONS/RESPONSIBILITIES: Level I Serve as a resource for vendors, external customers, and employees; answer questions and provide information on department policies and procedures; research problems and prepare necessary adjustments. Process purchase orders, accounts payable and prepare general correspondence. Serve as the first point of contact for employees and the public, respond to a wide variety of questions, maintain safety protocols. Perform general administration responsibilities and records maintenance for additional areas of responsibility. Monitor and interpret new developments in laws and regulations related to taxes, payroll, and/or purchasing card industry (PCI) compliance as related to assigned area of responsibility; provide technical assistance with implementation and compliance for all departments. Ensure accuracy and input into the accounting database with regard to coding of invoices and maintenance of general ledger expense account and inventory records. Review work of department accounting to analyze audit defendable accuracy, completeness, conformance to policy, eligibility for payment and payment authorizations. Reconcile accounts payable totals, with general ledger and Treasurer’s Office Eagle system to balance fund payments. Review documents, requests, email and information safeguarding against potential fraud. Informs personnel and vendors regarding a variety of procedures and program requirements for the purpose of providing necessary information for completing transactions, taking appropriate action and/or complying with established fiscal guidelines. Level II Complete all responsibilities of level I at an advanced level with administrative supervision. Prepare, reconcile and remit employee payroll and deductions including wage assignments, garnishments, retirement contributions and insurances; prepare and enter payment requests for deduction payments; make payment of Federal and State payroll taxes. Complete all duties of level I under intermittent supervision. Provide assistance to the Accounting Department in the analysis of revenue and expenses related to the preparation of the budget; identify discrepancies and areas of concern. Perform accounting work involved in financial record keeping and reporting; verify, balance and adjust records including journal entries; enter data into assigned systems; update files; create, maintain and generate reports. Maintain and reconcile a variety of fund balances, ledgers and accounting records; examine and correct accounting errors; prepare adjusting journal entries; prepare Treasurer Fund Balance reconciliation reports; ensure accuracy and completeness of work. GENERAL JOB DUTIES: Level I Perform a variety of professional accounting duties involved in the maintenance of payables for auditing purposes; maintain accounts payable databases and/or spreadsheets for monitoring and tracking vendor payment information. Perform accounts payable transactions; review charges for appropriateness and correctness, consistency in account coding and proper authorizations; provide training as necessary. Process, prepare and review invoices for vendor accounts, balance a variety of County purchasing cards and travel authorizations. Communication with administrative staff and/or cardholders to obtain missing information. Process accounting mail and assist with administrative department mail distribution. Monitor travel requests for timely payment to employees; audit completed travel documentation for supporting documentation and accuracy. Research and monitor all County purchasing card information and travel expenses for employees; prepare appropriate journal entries, reconcile accounts, document information for legal needs and route appropriate records; keep detailed records of approvals, claims and other necessary information. Maintain departmental accounts payable electronic records and transactions related to assigned area. Ensures that assigned tasks are completed within established time or reporting deadlines. Prepare purchase orders and submit to appropriate departments for approval and enter into software programs. Provide public and agencies information as assigned. From an accounting perspective, ensure compliance with organizational purchasing policy and request or quotes (RFQ) and request for purchases (RFP) processes. Assist outside business partners with room scheduling. Monitor inventory and order office and other supplies. Receive the public via phone, FAX, and in person and respond or direct to appropriate parties. Interact with the public and coworkers in a professional, friendly, tactful manner to resolve problems. Work well with others in a cooperative atmosphere showing respect and support. Perform other similar and related duties as assigned. Level II Perform accounts receivable billing as required review requests for account coding and proper authorizations. Collect and apply payments received as per organizational processes. Compose invoice billings and general correspondence for assigned areas. Perform audit of vendors for 1099 classification accuracy; maintain documentation to reconcile and issue accurate annual 1099 – Misc. forms and send information to the federal government. Maintain departmental fiscal/accounting records and transactions related to assigned area of specialization, e.g., accounts payable, accounts receivable, payroll auditing, general ledger, etc. Back up and process payroll calculations and monthly payroll for assigned departments. Process payroll records including time card verification, account for leave time, and secure approvals. Compile payroll data from timesheets and other records; generate computer reports necessary to compute and verify payroll data; review wages and deductions computed; correct errors as necessary to ensure accuracy of payroll; prepare and issue paychecks. Perform a variety of professional accounting duties involved in the analysis, maintenance and auditing of accounting and payroll records, financial software, and the preparation of financial summaries and reports; maintain databases and/or spreadsheets for monitoring and tracking financial information. Assist with reports and provide support for annual closing activities and statements for the County’s external audit and provide requested information as assigned. Manage grant funding including monitoring transactions and financial status of grants.

Requirements

A minimum of a High school diploma or equivalent AND at least five (5) years of progressively responsible experience performing accounting/financial and administrative duties is required.
Associate’s degree, bachelor’s degree, certificate or post high school classes in accounting is strongly desired.
A minimum of three (3) years of experience in organizational position is strongly desired, but may be waived with relevant degrees or industry standard certifications.
Must demonstrate competency in previous level responsibilities, consistently meeting performance expectations with very few minor errors as documented in evaluations is required.
Demonstrated competence and knowledge of back up payroll and leave processing using organizational database and processes is required including running payroll independently at least five (5) times.
Demonstrated advanced knowledge of statutes, policy, regulation and processes as evidenced by completion of department assigned projects and applied leadership from coworkers seeking knowledge and support required.
Demonstrate an intermediate knowledge and have assisted with organizational budget development and grant financial management.
Current and valid Colorado Driver’s License
Must have knowledge of: Methods and techniques of governmental accounting and financial management including applicable accounting functions.
Principles and practices of financial analysis, record keeping, auditing and reporting.
Generally accepted accounting principles and their application to municipal accounting activities.
Principles and practices of general ledger preparation and reconciliation.
Principles and procedures of payroll preparation, accounts payable and accounts receivable processing.
Principles and practices of employee payroll deductions, wage garnishments and related payroll issues.
Methods and techniques of generating payroll reports.
Principles and practices of vendor management, payment documentation, and related Federal reporting requirements.
Principles and practices of receivable vendor management, payment processing, and delinquency enforcement.
Modern office technology and equipment, including computers and related software application.
Customer service procedures and principles.
English usage, spelling, grammar and punctuation.
Principles of business letter writing and report generation.
Applicable Federal, State and local codes, laws and regulations.
Ability to: Reconcile, verify and balance assigned accounts.
Identify and correct accounting errors.
Maintain a variety of financial records and files.
Collect, compile and research information and data.
Prepare and maintain accurate and confidential records and reports.
Interpret and explain financial policies and procedures.
Learn, interpret and apply pertinent ordinances, laws, codes, regulations, policies and procedures.
Operate and use modern office equipment including computer and various software applications.
Monitor and track accounting data in assigned area.
Respond to requests and inquiries from the general public and County staff.
Set up and maintain a variety of files and records.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Nice To Haves

Associate’s degree, certificate or post high school classes in accounting is preferred.

Responsibilities

Serve as a resource for vendors, external customers, and employees
Process purchase orders, accounts payable and prepare general correspondence
Serve as the first point of contact for employees and the public
Perform general administration responsibilities and records maintenance for additional areas of responsibility
Monitor and interpret new developments in laws and regulations related to taxes, payroll, and/or purchasing card industry (PCI) compliance
Ensure accuracy and input into the accounting database with regard to coding of invoices and maintenance of general ledger expense account and inventory records
Review work of department accounting to analyze audit defendable accuracy, completeness, conformance to policy, eligibility for payment and payment authorizations
Reconcile accounts payable totals, with general ledger and Treasurer’s Office Eagle system to balance fund payments
Review documents, requests, email and information safeguarding against potential fraud
Informs personnel and vendors regarding a variety of procedures and program requirements
Prepare, reconcile and remit employee payroll and deductions including wage assignments, garnishments, retirement contributions and insurances
Provide assistance to the Accounting Department in the analysis of revenue and expenses related to the preparation of the budget
Perform accounting work involved in financial record keeping and reporting
Maintain and reconcile a variety of fund balances, ledgers and accounting records
Perform accounts receivable billing as required review requests for account coding and proper authorizations
Collect and apply payments received as per organizational processes
Compose invoice billings and general correspondence for assigned areas
Perform audit of vendors for 1099 classification accuracy
Back up and process payroll calculations and monthly payroll for assigned departments
Process payroll records including time card verification, account for leave time, and secure approvals
Assist with reports and provide support for annual closing activities and statements for the County’s external audit
Manage grant funding including monitoring transactions and financial status of grants