Prepares and processes various claims/vouchers from County departments, such as park, highway, tax refunds, excise, LIT, surplus, jury, settlement, election, investment, and Auditor's bills, including reviewing documentation for accuracy and completeness, entering on computer, balancing payable accounts, posting to financial system, printing claims/vouchers, and forwarding to Board of Commissioners and Council for approval. Periodically communicates with vendors to resolve problems as needed.
Prints various reports in conjunction with vouchers and checks, such as edit lists, check registers, authorization reports, and payment lists for newspaper publication. Prints and mails checks; prepares and files completed claims and canceled checks.
Performs various functions in maintaining fund accounts, such as contacting treasurer to stop payment on checks, voiding/rewriting checks, and processing/entering corrections of funds.
Reconciles various fund accounts monthly, including reviewing reports, resolving discrepancies, posting adjustments, and balancing with Treasurer's records regarding warrants, receipts and payroll. Prepares, prints, and distributes various monthly reports, such as department fund accounts, expenditure guidelines, account activities, and cash balance.
Maintains computer data files on vendor numbers and addresses.
Performs various clerical functions as needed, such as distributing mail, answering telephone, and assisting office visitors, and periodically performs duties of other department personnel in their absence or as needed, such as assisting with quietuses and receiving bids and job applications.
Assists with year-end functions, such as preparing/mailing 1099 forms, preparing/printing annual reports for departments and State Board of Accounts auditors, entering outstanding encumbrances and appropriations for the new year, and purging obsolete accounts.
AP tracks grant appropriations, monitoring cash draws for proper amount and timing, verifying use of funds in accordance with prescribed laws and grant agreements.
Assists, gathers and prepares reliable data for report disclosure to the granting agency and other appropriate parties. Assists grantee departments and/or executes close out procedures for grant programs being terminated. AP processes the checks to close out the accounts.
Performs related duties as assigned.
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:
High school diploma or GED, with specialized education and/or experience in computer operation and bookkeeping or accounting.
Working knowledge of standard office and department policies and procedures, and ability to apply such knowledge to a variety of interrelated tasks.
Working knowledge of basic bookkeeping/accounting principles and terminology, and ability to perform relevant arithmetic calculations, maintain/balance individual fund accounts, reconcile/ interface interrelated funds, and accurately prepare prescribed forms and detailed reports.
Working knowledge of standard English grammar, spelling and punctuation, and ability to type with speed and accuracy, and properly operate a variety of standard office equipment, including computer, printers, telephone, fax machine, typewriter, copier, postage meter, check signer, electric stapler, binder, and calculator.
Ability to read, interpret and follow technical materials, such as computer manuals, and state and department procedural guidelines.
Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions.
Ability to effectively communicate orally and in writing with co-workers, other County departments, State Board of Accounts auditors, vendors, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
Ability to work alone and with others in a team environment, and maintain appropriate, respectful interrelationships with co-workers.
Ability to understand and follow written and oral instructions/directions, and appropriately respond to constructive criticism.
Ability to competently serve the public with diplomacy and respect, including during occasional encounters with irate/hostile persons.
Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to provide public access to or maintain confidentiality of department information/records according to state requirements.
Ability to occasionally work extended, weekend and/or evening hours, and occasionally travel out of town for training/seminars, sometimes overnight.
Incumbent performs standard, recurring duties according to well-established policies and procedures, with work priorities influenced by formal deadlines. Incumbent receives general supervision, with work periodically reviewed for technical accuracy and compliance with department policies, procedures, legal requirements, and deadlines. Errors in incumbent's work are usually prevented and detected through standard bookkeeping checks and/or notification from other departments or vendors. Undetected errors may result in loss of time for correction and/or inconvenience to vendors.
III. PERSONAL WORK RELATIONSHIPS:
Incumbent maintains frequent contact with co-workers, other County departments, State Board of Accounts auditors, vendors and the public for purposes of exchanging information, and resolving problems, such as billing and fund account discrepancies.
Incumbent reports directly to the Auditor and/or the Auditor's Chief Deputy.
IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:
Incumbent performs duties in a standard office environment, which may involve sitting and walking at will, sitting and/or keyboarding for long periods, lifting/carrying objects weighing under 25 pounds, close vision, hearing communication, crouching/kneeling, bending, reaching, speaking clearly, and handling/grasping/fingering objects. Incumbent occasionally works extended, weekend and/or evening hours, and occasionally travels out of town for training/seminars, sometimes overnight.