Finance - Accounting/PR Clerk - 01

SUMMARY OF POSITION 

This position is FLSA non-exempt and eligible for overtime. This position is union represented. Performs a variety of administrative, clerical and accounting services in support of the Finance Department. Assists with data entry in Accounts Payable, Payroll, Cash Receipts, Journal Entries and other accounting processes. Other related functions include supplies ordering and receiving, reconciliation of postage and copier machine usage, filing and records retention, general ledger account review and budget preparation support. Works closely with human resources, department directors and supervisors, and directly with employees. Routinely handles confidential information. 

Performs position duties in a manner, which promotes customer service and harmonious working relationships, including treating all persons courteously and respectfully.  Engages in effective team participation through willingness to assist and support co-workers, supervisors, and other work-related associations. Develops good working relationships with division and agency staff and supervisors through active participation in accomplishing group projects and in identifying and resolving problems in a constructive manner.  Demonstrates openness of constructive feedback and suggestions, in an effort to strengthen work performance.  Contributes to a positive, respectful and productive work atmosphere.  Regular attendance is required to meet the demands of this job and to provide necessary services. This position is a Mandatory Reporter by statutory requirement. 

ESSENTIAL JOB DUTIES 

55% Accounting Transaction processing 

• Posts, balances, and maintains manual and computerized accounting records related to accounts payable, cash receipting, accounts receivable, purchasing and payroll. 
• Provides data entry support for payroll and accounts payable transactions. Reviews data entry of others for errors. 
• Maintains employee, vendor and customer records in financial software. 
• Provides staff support in accounting-related research. 
• Prepares quarterly and annual reports and assists in preparing and reconciling a variety of other financial reports. 

25% Accounting and administrative support 

• Provides administrative and clerical support to the Finance, Facilities and Technology departments as assigned. 
• Coordinates with human resources data exchange and updates. 
• Confers with vendors and/or departments regarding a variety of transactions. 
• Places orders for supplies on behalf of the agency, receives items, codes and bills invoices accurately.
• Utilizes specialized finance & accounting software 
• Prepares and review monthly journals. 
• Handles confidential documents, various reports, contracts and letters as assigned. 
• Produces reports as requested. 

10% Staff training and education 

OTHER JOB DUTIES 

5% Other related duties as assigned by supervisor. 

• Gathers data for year-end annual audit preparation. 
• Manages finance department filing and records retention
• Gathers data for annual budget preparation. 

WORKING ENVIRONMENT AND PHYSICAL DEMANDS 

Work is generally performed in an office environment with routine computer and telephone usage.  Position requires sitting and typing for long periods of time.  Position may require attendance at occasional evening meetings.  Occasional travel may be required to attend trainings or visit other COG work sites. 

SUPERVISION RECEIVED:  Receives general supervision from the Finance Supervisor. 

SUPERVISORY RESPONSIBILITIES:  None. 

MINIMUM QUALIFICATIONS 

Experience & Training 

Three years of responsible accounting/bookkeeping experience. High school diploma or equivalent, preferably supplemented by college or business school training in bookkeeping or accounting. Experience in processing payroll and related required payroll reports and/or fund accounting processes a plus. OR, any satisfactory combination of education, experience and training which demonstrates the knowledge, skills, and abilities to perform the duties of the job 

Knowledge, Skills and Abilities 

• Considerable knowledge of payroll rules, regulations and reporting requirements. 
• Knowledge of internal control practices.
• Considerable knowledge of standard accounting/bookkeeping principles and practices.
• Considerable knowledge of office methods and procedures.
• Considerable knowledge of office record keeping and reporting procedures and practices. 
• Knowledge of and ability to utilize Microsoft software including, Microsoft Excel, Word, and Access database Ability to operate office equipment including a personal computer, a ten-key adding machine, and photocopy machine. 
• Skills in performing detailed and complex clerical tasks. 
• Ability to understand verbal and written operating instructions and procedures and to initiate suggestions for appropriate involvement. 
• Ability to read, prepare and understand statistical reports and recognize mathematical and/or data entry errors. 
• Ability to pay attention to detail.
• Ability to exercise good time management skills in order to accomplish both daily tasks and on-going projects. 
• Ability to work with other staff and the public in a courteous and efficient manner.
• Ability to identify and refer significant policy inquiries to supervisor.
• Ability to work independently and handle multiple projects and a high volume of work.
• Ability to initiate own work with a minimum of supervision.
• Ability to make independent judgments in implementing established procedures. 
• Ability to perform detailed work involving written or numerical data and to make arithmetical calculations rapidly and accurately. 
• Ability to effectively communicate both orally and in writing. 
• Ability to interact effectively with other employees and the public. 
• Ability to cope with stressful deadlines. 
• Ability to read, write, prepare statistical reports and recognize mathematical and data entry errors. 

Licenses, Certificates, & Other Requirements 

• Possession of a Valid Oregon Driver’s License, or the ability to obtain reliable transportation in order to travel throughout the area. 
• Position requires successful completion of a criminal history check. 

This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position.  Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. 

Requirements are representative of minimum levels of knowledge, skills and abilities. To successfully perform this job, the employee will possess the abilities or aptitudes to perform each duty proficiently.