Finance - Accounting Specialist - 01

SUMMARY OF POSITION 

This position is non-exempt and eligible for overtime. This position is union-represented. Performs highly technical accounting services in support of the Agency’s Finance Department. Responsible for accounts payable functions, vendor communication and relationships, accounts receivable and cash receipting, loan payment, processing loan disbursements, bank activity, and periodic financial reports.  Assignments may include processing and preparing payroll as a backup function. 

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 a 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 to constructive feedback and suggestions 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 

45% Essential Duty 1:  Invoice processing and accounts payable processing 

• Post, balance, and maintain computerized accounting records related to accounts payable (A/P). 
• Maintain vendor payment files. 
• Confer with vendors and/or departments regarding all types of transactions. 
• Process all incoming bills, invoices, and other payables for payment. 
• Route, process and pay all agency One Card statements. 
• Process and maintain all prepaid expenses. 
• Review and research all outstanding A/P check. 
• Balance and reconcile monthly A/P balance sheet account. 
• Work closely with Technology Services to process A/P using a ticketing system. 
• Maintain a vendor 1099 file and process for all A/P. 
• Prepare all annual tax documents required. 

25% Essential Duty 2: Electronic Bank deposit processing and cash receipting to multiple banks 

• Post, balance, and maintain computerized accounting records related to cash receipts (CR). 
• Prepare weekly deposits. 
• Post CR in the computerized accounting system on a weekly basis. 
• Maintain monthly cash receipts files. 
• Ensure compliance with Generally Accepted Accounting Principles (GAAP).  
• Prepare and run a variety of financial reports. 
• Handle confidential documents, various reports, contracts, and letters as assigned. 

20% Essential Duty 4: Reconciliation of transactions, correcting journal entries 

• Prepare and reconcile a variety of financial transactions monthly. 
• Prepare and review monthly journal entries. 
• Write and maintain all standard operating procedures (SOP) for all desk duties. 

5% Essential Duty 5: Assist with annual audit requests and informational research 

• Assists in year-end pre-audit and annual audit preparation. 
• Produce reports as requested. 
• Maintain audit files. 

5% Essential Duty 3: Cash management of main checking account. 

OTHER JOB DUTIES 

• Work with Contracts Unit to ensure appropriate posting to A/R customer accounts. 
• Complete Training. 
• Other related duties as assigned.  

SUPERVISION RECEIVED: Receives general supervision from the Finance Director.  Will periodically receive work assignments and direction from the Executive Director. 

SUPERVISORY RESPONSIBILITIES: None. 

WORKING CONDITIONS 

Work is performed primarily in an office environment utilizing a personal computer, telephone and a variety of office equipment.  Telework is available upon request and approval from your supervisor. Position requires sitting for long periods of time and performing extensive computer and ten-key work. Travel may be required to attend meetings and other events, or contract work as assigned. 

MINIMUM QUALIFICATIONS 

Experience & Training 

• High school diploma or equivalent and a minimum of five (5) years of accounting/booking experience; 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 standard accounting/bookkeeping principles and practices; 
• Considerable knowledge of office methods and procedures; 
• Considerable knowledge of office record keeping and reporting procedures and practices; 
• Ability to operate office equipment including a personal computer, a ten-key adding machine, and photocopy machine; 
• Knowledge of and ability to utilize Microsoft software including, Microsoft Excel, Word, and Access database; 
• 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 have the ability to obtain reliable transportation in order to travel throughout the three-county 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.