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HomeMy WebLinkAboutBookkeeper IIJEFFERSON COUNTY Job Description Job Title: Bookkeeper II Department: Public Works Division: Financial Management Reports To: Financial Manager FLSA Exempt: No Union: Teamsters HIPAA: Level 3 BBP: No Salary Level: A3 -F Approved By: Human Resources Manager Approved Date: October 2019 SUMMARY Coordinates bookkeeping activities for various Public Works funds, processes financial transactions and retains records by performing the following duties. This position receives general supervision and direction from the Financial Manager. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Deposits and codes revenues for various funds including grant revenue, camp ground fees, permit fees and Solid Waste account deposits. Processes and tracks revenue refund requests. Audits, edits, posts, files and maintains daily cash, credit card and charge receipts for Solid Waste. Collects and processes accounts receivable payments, creating transmittals in spreadsheet and data entry in the appropriate accounting software programs. Manages the billing process for Solid Waste charge accounts including month end and year-end closing procedures. Sets up, maintains and updates the Solid Waste accounting software program including the charge account customer database and commodity files. Enters new Development Review projects into the appropriate software database, bills and records payments on projects and maintains the billing files and records. Prepares Solid Waste account adjustments and refunds of account deposits for the Auditor and Treasurer. Reconciles daily and monthly bank statement activity and monitors bank balance for transfer of funds. Creates, compiles, updates and distributes monthly reports to show statistics such as cash receipts and expenditures, Solid Waste activity, accounts payable and receivable, profit and loss and other items pertinent to business operations. Provides various personnel with computer printouts of projects and budget status. Assists and backs up Bookkeeper III with the following: enters daily and monthly time records into computer, edits and submits to the Auditor, disburses warrants to employees, answers payroll related questions, updates and balances employee leave records and compensatory time each month, computes appropriate payoffs for retiring or terminating employees, computes retro payments as required and maintains records of time in service to determine longevity pay. Jefferson County Job Description: Bookkeeper II Page 2 of 4 Assists and backs up Bookkeeper III with the following: researches, verifies, codes and enters invoices to appropriate project and General Ledger accounts, enters invoices into the appropriate computer program, edits and prints voucher covers and detailed reports with invoices, distributes vouchers to Department managers for approval, forwards vouchers to Auditor for processing, balances various vendor accounts with statements for missing invoices, misapplied payments and past due balances, and contacts vendors to review accounts and answers questions. Enters and tracks grant billings in grant data base. Assists Financial Manager with year-end procedures, budgeting process and updating monthly spending plans and monthly Department of Revenue reporting Accountable for specific accounting project steps. Works in a team -based environment and participates in team process to assist in developing the division budget for the department. Participates in self-directed team process to set work level expectations, goals and objectives. SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities. COMPETENCY To perform the job successfully, an individual should demonstrate competency in the following: Anal. ical - Collects and researches data. Problem Solving - Works well in group problem solving situations. Technical Skills - Uses a variety of computer software applications to complete duties; Pursues training and development opportunities; Shares expertise with others. Customer Service - Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments. Interpersonal Skills - Maintains confidentiality; Keeps emotions under control; Remains open to others' ideas and tries new things. Oral Communication - Listens and gets clarification; Participates in meetings. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Contributes to building a positive team spirit; Supports everyone's efforts to succeed. Cost Consciousness - Works within approved budget; Conserves organizational resources. Diversi - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment -free environment. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Supports affirmative action; Respects diversity. Plannin Or anizing - Assigns priority and plans work activities; Uses time efficiently. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. uantit - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly. uali - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies Jefferson County Job Description: Bookkeeper II Page 3 of 4 feedback to improve performance; Monitors own work to ensure quality; Creates high quality work product. Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability - Adapts to changes in work environment; Manages competing demands; changes approach to best fit the situation; Able to deal with frequent changes, delays or unexpected events. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Associates degree (AA) in accounting, two (2) years as a Bookkeeper I and two (2) years related governmental bookkeeping experience and/or training; OR High school diploma or general education degree (GED) and two (2) years as a Bookkeeper 1, and four (4) years related governmental bookkeeping experience and/or training; OR High school diploma or (GED) and six (6) years governmental bookkeeping experience; OR An equivalent combination of education and experience. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to audit and compare input and output data in various systems to find discrepancies and ensure completeness and accuracy. COMPUTER SKILLS To perform this job successfully, an individual should have a working knowledge of complex database software; intemet content -management systems; spreadsheet software; word processing software; enterprise financial management software; and the ability to learn specialized accounting software. CERTIFICATES, LICENSES, REGISTRATIONS Valid Washington State Driver's License Jefferson County Job Description: Bookkeeper II Page 4 of 4 OTHER KNOWLEDGE, SKILLS AND ABILITIES Knowledge of theory and practice of governmental accounting principles and methods of payroll and accounts payable and administrative processes. Ability to use a computer terminal, personal computer and software, calculator and other office equipment standard to areas of assignment, and adapt to new and/or modified equipment which may be required. Ability to work accurately and independently in a responsible manner to meet strict deadlines. Ability to be self-directed and conscientious with regard to deadlines, detail, completeness and accuracy. Ability to maintain confidentiality of payroll and personnel records. Ability to adapt to changing and evolving technology including software programs, databases and mobile devices. Ability to train and provide guidance to Bookkeeper I and other Bookkeeper II level employees. Ability to consult with department personnel, in person or by phone, regarding payroll, vouchers and computer assistance. Ability to perform assignments under conditions of frequent interruptions, crowded surroundings and sometimes high levels of activity with a high standard for accuracy, completeness and efficiency. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands to finger, handle or feel and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.