Financial Management Specialist

Oldham County Fiscal Court • LaGrange, IN

1d

About The Position

Summary: Responsible for all aspects of accounts payable, payroll, grant reimbursements, cash receipts and ABC accounting and compliance.
Essential Duties and Responsibilities in Accounts Payable include the following. Other duties may be assigned.
Oversees and aids the accounting clerk in the following duties.
1. All bills/invoices incurred are processed in an efficient, accurate and timely manner
a. Codes invoices, vouchers, expense reports, check requests, etc., with correct account and vendor codes conforming to standard procedures to ensure proper entry into the financial system.
b. Keys and runs payments of accounts payable as supplied, requests “stop payments” as needed
c. Verifies all amounts before and after checks are machine processed
d. Audits invoices with purchase orders and bids for accuracy of pricing, quantities, units of measure, extensions and totals
e. Enters all travel vouchers, ensuring accuracy and completeness of all required documentation
f. Matches invoices/reimbursements to proper purchase authorizations and distributes invoices to various departments for approval
2. Purchase order requisitions are prepared accurately
3. Accurate and organized files are maintained on all vendors
a. Maintains files of all outstanding purchase orders, records of payables and related accounts payable/vendor files
b. Reconciles vendor statements, researching and correcting discrepancies
4. Payment questions are effectively researched and resolved
a. Handles all vendor correspondence via phone or email
b. Receives, researches and resolves a variety of routine internal and external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate persons
5. Credit card transactions are monitored, audited and processed timely
6. Provides assistance to vendors and other departments for the resolution of account problems
7. Investigates and resolves problems associated with processing of invoices and purchase orders
8. Assist auditors as required
9. Performs other duties as required to support the Finance Department
10. Prepares annual tax reporting of 1099MISC
11. Monitors and resolves long outstanding checks
12. Assists with monthly closings and year-end closings.
13. Reconciles various accounts by identifying errors in posting or omissions by applying appropriate accounting standards.
Essential Duties and Responsibilities in Payroll include the following. Other duties may be assigned:

1. Reviews time clock reports and assists department heads in correcting and approving employee time records prior to input into the payroll system.
2. Creates any necessary time-off entries submitted via manual timesheets or other communication from department heads.
3. Reviews all time worked to insure compliance with Federal and State wage and hour laws.
4. Prepares a pre-submission payroll register and submits to the Finance Department and Human Resources for review.
5. Submits payroll information to the payroll service in a timely manner to meet ACH transmittal deadlines.
6. Records data concerning transfer of employees between departments for accurate reflection in the general ledger.
7. Resolves payroll discrepancies by collecting and analyzing information.
8. Provides information to directors by answering questions and requests regarding payroll.
9. Maintains employee confidence and protects payroll operations by keeping information confidential.
10. Monthly retirement reporting to KPPA (Kentucky Public Pension Authority)
11. Monthly benefit reconciliation/payments to carriers.

Essential Duties and Responsibilities for Grants.
1. Supports Grant Management including financial tracking, invoicing, reconciliation, and auditing for local, state and federal grants.
2. Works with directors and staff to ensure that accounting procedures are followed, and reimbursement deadlines are met.
3. Completes monthly, quarterly and annual billing as needed including compiling financial information, formatting invoices per grant requirements, and verifying accuracy of information prior to submission.
4. Identify, investigate and correct abnormal or inconsistent grant data.
5. Monitor programs funded by grants to ensure compliance with grant guidelines.
6. Assist with annual audit as needed.

Essential Duties and Responsibilities for ABC licenses

1. Assists ABC administrative related to accounting for licenses.
2. Accounts for payment for licenses and filing of quarterly returns.
3. Helps support the collection and accounting for delinquent returns and expired licenses.
4. Gives information to taxpayers, vendors and business owners over the phone as needed.

Essential Duties and Responsibilities for Cash Management
1. Complete county deposits timely and effectively.
2. Completes credit card entries and reconciliation.

Essential Duties and Responsibilities for Fleet Management
1. Adds/Deletes County vehicles to Fleet Software
2. Adds/Removes toll transponders for county vehicles.
3. Records county vehicle maintenance.
4. Assists with preparation of vehicle auctions and website auction interface.
5. Works with departments on generating vehicle maintenance reminders/ reports/ and mileage corrections.

Essential Duties and Responsibilities as the backup receptionist include the following. Other duties may be assigned.

1. Answers phones and assist callers.
2. Sorts mail and other departmental correspondence.
3. Greets scheduled visitors and directs visitor to appropriate office.
4. Other duties as may be assigned by the Judge-Executive.

Requirements

• 5 plus years accounts payable, payroll and general accounting experience
• High school diploma required, college courses in accounting preferred
• Proficient in Microsoft Word and Excel, 10-key by touch
• Ability to type 60-65 wpm
• Ability to perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication and division quickly and accurately
• Accufund or other equivalent system experience
• Computerized payroll system experience
• Must have strong work ethics
• Must be able to follow standard filing procedures
• Ability to communicate effectively verbally and in writing
• Detail oriented, professional attitude, reliable
• Possess strong organizational skills and time management skills
• Strong problem solving skills, basic accounting principles knowledge, documentation skills, research and resolution skills, data analysis and multi-tasking skills
• Thorough knowledge of applicable accounts payable/general ledger systems and procedures, and financial chart of accounts
• Open to change and willing to learn new skills
• Ability to follow up on pending issues
• Ability to meet deadlines
• Ability to maintain confidentiality is mandatory
• Valid driver’s license
• High School diploma or general education (GED)
• College courses in accounting preferred and five years related experience and/or training; or equivalent combination of education and experience.
• To perform this job successfully, an individual should have knowledge of Accufund Accounting software; Database software; Microsoft Excel Spreadsheet software and Microsoft Word Word Processing software.

Responsibilities

• Oversees and aids the accounting clerk in accounts payable duties.
• Process bills/invoices efficiently and accurately.
• Prepare purchase order requisitions.
• Maintain organized vendor files.
• Research and resolve payment questions.
• Monitor, audit, and process credit card transactions.
• Assist vendors and departments with account problems.
• Investigate invoice and purchase order issues.
• Assist auditors.
• Prepare annual tax reporting of 1099MISC
• Monitor and resolve outstanding checks.
• Assist with monthly and year-end closings.
• Reconcile accounts and identify errors.
• Review time clock reports and assist department heads in correcting and approving employee time records.
• Create time-off entries.
• Review time worked for compliance with wage and hour laws.
• Prepare pre-submission payroll register.
• Submit payroll information to the payroll service.
• Record data concerning transfer of employees between departments.
• Resolve payroll discrepancies.
• Provide payroll information to directors.
• Maintain employee confidence and protect payroll operations by keeping information confidential.
• Monthly retirement reporting to KPPA (Kentucky Public Pension Authority)
• Monthly benefit reconciliation/payments to carriers.
• Supports Grant Management including financial tracking, invoicing, reconciliation, and auditing for local, state and federal grants.
• Works with directors and staff to ensure that accounting procedures are followed, and reimbursement deadlines are met.
• Completes monthly, quarterly and annual billing as needed including compiling financial information, formatting invoices per grant requirements, and verifying accuracy of information prior to submission.
• Identify, investigate and correct abnormal or inconsistent grant data.
• Monitor programs funded by grants to ensure compliance with grant guidelines.
• Assist with annual audit as needed.
• Assists ABC administrative related to accounting for licenses.
• Accounts for payment for licenses and filing of quarterly returns.
• Helps support the collection and accounting for delinquent returns and expired licenses.
• Gives information to taxpayers, vendors and business owners over the phone as needed.
• Complete county deposits timely and effectively.
• Completes credit card entries and reconciliation.
• Adds/Deletes County vehicles to Fleet Software
• Adds/Removes toll transponders for county vehicles.
• Records county vehicle maintenance.
• Assists with preparation of vehicle auctions and website auction interface.
• Works with departments on generating vehicle maintenance reminders/ reports/ and mileage corrections.
• Answers phones and assist callers.
• Sorts mail and other departmental correspondence.
• Greets scheduled visitors and directs visitor to appropriate office.
• Other duties as may be assigned by the Judge-Executive.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED