Fiscal Assistant II

Superior Court of California, County of Monterey•Salinas, CA

4d•Onsite

About The Position

Under general supervision and in accordance with established procedures, positions in this advanced journey classification perform the more complex duties concerned with the preparation, processing, review, and maintenance of statistical, financial, payroll, or other records. This involves compiling, investigating, and verifying numerical or financial information from various sources, such as attendance and time distribution, records, payrolls, invoices, expense claims, and accounts payable and receivable. Incumbents may prepare entries for the finance system, perform some lead duties, and other related work as required. The Fiscal Assistant II is the second class in a series of three and is independently responsible for more difficult or complex statistical or financial records requiring initiative, judgment, some analysis, and a broad knowledge of departmental record procedures. Incumbents may instruct court employees on fiscal procedures, act in a lead capacity, train new Fiscal Assistants I/IIs, and substitute for the Fiscal Assistant III during absences.

Requirements

Thorough knowledge of principles and practices of accounting with an emphasis on governmental and encumbrance accounting.
Thorough knowledge of methods, practices, and terminology used in financial and statistical clerical work.
Thorough knowledge of general office procedures.
Thorough knowledge of basic mathematics.
Thorough knowledge of principles of effective customer service.
Intermediate level Microsoft Excel and Word skills.
Working knowledge of generally accepted accounting principles and practices.
Working knowledge of intermediate mathematics to adjust fiscal and/or statistical data.
Working knowledge of financial internal controls, including accepted cash handling procedures.
Working knowledge of payroll processing practices and procedures using an automated payroll system.
Working knowledge of principles and practices of training others.
Working knowledge of principles and practices of basic auditing and review.
Working knowledge of legal terminology.
Ability to understand relationships among accounting records and documents.
Ability to understand and apply the principles, laws, and procedures related to financial transactions.
Ability to review, post, adjust, and summarize fiscal transactions or statistical data.
Ability to work with a minimum of supervision.
Ability to perform a variety of tasks simultaneously with multiple, critical, or changing deadlines.
Ability to interpret reporting requirements associated with Federal and State grants.
Ability to use Word to write clear, effective, and accurate records such as financial summaries and other financial correspondence using correct spelling and grammar.
Ability to perform lead duties that may include training, work assignment, and review of Fiscal Assistant I work products.
Ability to maintain complex records utilizing computerized and/or manual systems.
Ability to reconcile differences within the record-keeping system using arithmetic skills and understanding of the system and related transactions.
Ability to assemble and organize data and prepare reports from such records.
Ability to establish and maintain cooperative relationships with Court employees, the public, and others contracted in the course of work.
Ability to operate standard office equipment including a 10-key calculator and computer.
Ability to effectively use Microsoft Excel to maintain and/or create spreadsheets for recording and reporting data.
Ability to perform complex mathematical calculations quickly and accurately.
Ability to assist, as appropriate and as needed, supervisors and/or managers in documenting business processes and tasks associated with the Fiscal Assistant II's responsibilities.
Completion of a minimum of 30 semester units in finance, business, accounting, or a related field.
A minimum of one (1) year of experience equivalent to that of a Fiscal Assistant I in a government setting.

Nice To Haves

One additional year of experience may be substituted for half of the required education at the Court's discretion.
A Bachelor’s degree in Business Administration may be substituted for one year of experience working at a level equivalent to a Fiscal Assistant I.
Two years of work experience in a Superior Court of California may be substituted for one year of experience working at a level equivalent to a Fiscal Assistant I.
Two years of work experience in a Superior Court of California at the position of Fiscal Assistant I may be substituted to fully meet the minimum qualifications.

Responsibilities

Research, analyze, and evaluate financial, statistical, and operational data; answer questions involving searching for and abstracting financial and statistical data and explaining policies and procedures.
Participate in and may oversee the posting of financial and statistical information to logs, journals, ledgers, and other records; review source documents for accuracy; assign proper account codes as needed.
Prepare financial reports, including periodic summaries of transactions, trial balances, worksheets, and financial statements.
Examine, reconcile, and adjust accounting records; identify and resolve problems and make corrective entries.
Participate in the biweekly payroll process, ensuring timely completion and validation of pay data before final submission; may enter adjustments noted by Human Resources or approved timesheet adjustments; coordinate with Human Resources to create manual checks for terminated employees; respond to payroll inquiries; maintain confidentiality of employee information.
Review and verify financial transactions to determine the distribution of expenditures, payments, and other data; post financial transactions to accounts, journals, and ledgers using automated or manual systems, including Excel spreadsheets.
Maintain appropriation, expenditure, and revenue records, including monitoring budget units, contracts, and various accounts; check and balance records for arithmetic errors, correct budget codes, and prepare forms to transfer funds.
Assist management in analyzing statistical and financial data and preparing special reports using custom queries or drawing information from various sources.
Prepare requisitions and process payment authorizations.
Interpret and apply detailed and extensive instructions to resolve complex problems in specialized areas or related to data input/output, requiring research through various records.
Use computerized and/or manual systems to enter and retrieve data, query, and pull reports.
Act as a fiscal representative with Operations and Technology to assign or modify codes in the case management system; assist with testing new or modified programs.
Train and monitor the work of Fiscal Assistant I as required by the supervisor; provide feedback on the work product of monitored employees; assist with cross-training other fiscal employees.
Provide technical direction, as needed and related to core duties, to other employees, including reviewing work for completeness, accuracy, and adherence to procedure.
Assist the Fiscal Assistant III and supervisor with periodic auditing of employees in Operations to ensure compliance with Finance rules and Court policy.
Act as a final check or expert on records or procedures for employees, departments, or the public within the core responsibilities of the position.
Act in place of the Fiscal Assistant III when temporary relief is needed.