HomeMy WebLinkAboutBookkeeper II - Hadlock ShopJEFFERSON COUNTY
Job Description
Job Title:
Bookkeeper II - Hadlock Shop
Department:
Public Works/Central Services
Division:
Road Maintenance/Fleet Services
Reports To:
Public Works Financial Manager/Central Services Fleet Services Manager
FLSA Exempt:
NO
Union:
Yes
HIFAA:
Level 3
BBP:
No
Salary Level:
A3-F
Location:
Port Hadlock Shop
Approved By:
Human Resources Direct
Approved Date:
May 2022 `
SUMMARY: This position performs a variety of duties in support of administrative, bookkeeping and
purchasing activities in. the Road Maintenance and Fleet Divisions. The position receives general
supervision and direction from the Public Works Financial Manager and Fleet Services Manager; and
receives guidance from the Bookkeeper III — Hadlock Shop Administrator.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Duties may vary depending
on divisions supported. Other duties may be assigned.
Administrative
Answers and directs incoming telephone calls. Documents, tracks, and responds to requests from internal
and external customers. Provides general information to public regarding road maintenance and fleet
services.
Provides administrative support for road maintenance division programs and special projects. Prepares
documentation, reports and analysis.
Enters. data into databases and prints reports on projects, costs, down time, fuel consumption, equipment'
history and fleet preventative maintenance scheduling.
Initiates, researches, prepares and composes letters, reports, notifications, memos and other materials of
an important or confidential nature on own initiative or from brief instructions or notes. Prepares
administrative reports for submission to internal clients, outside agencies and the public, as authorized.
Updates and revises Road Maintenance Division website, as authorized. May be required to represent
Division at public outreach events.
Researches records for information on history and establishment of right of way for County roads.
Coordinates ordering, printing, maintenance and repair of required Personal Protective Equipment (PPE)
and maintains records of PPE distributed to staff.
Updates County Road Administration Board (CRAB) database with road -related facility information
including culverts,. drainage systems, signs and markings. Generates reports and other output from the
database.
Jefferson County Job Description: Bookkeeper II - Hadlock Shop Page 2 of 5
Coordinates various projects, programs and activity schedules with the public including Adopt -A -
Highway, vehicle licensing, vehicle permits and hold -harmless agreements.
Schedules and documents employee training and hearing tests. Researches, documents and notifies
supervisors regarding valid Commercial Driver Licenses and medical cards.
Provides dispatch/radio support for county personnel. May be required to work after hours and on
weekends during storm and emergency events.
Serves as backup for routine, daily operations when others are absent.
Assists staff in scheduling appointments and making travel arrangements.
Maintains departmental files and filing system, in accordance with guidelines.
Accountable for specific project steps, works in a team based environment, and participates in the annual
training program and annual performance evaluation process.
Participates in self -directed team process to set work level expectations; goals and objectives. Periodically
acts as team leader.
Bookkeeping
Codes and processes accounts payable/receivable for Road Maintenance and Fleet Services Divisions.
Charges road maintenance projects for materials received and used through voucher and payroll process'.
Maintains and audits fixed assets, small tool, county gravel pits, emulsion and culvert inventories.
Coordinates cell phone accounts with duties that include accounts payable, auditing and recordkeeping.
Codes and inputs parts, matches parts to repair orders, and enters data into accounts payable systems.
Enters daily and monthly payroll. Audits data and interacts with supervisors for clarification. Prepares
compensatory and time accrual and use reports.
Assists Bookkeeper III — Hadlock Shop Administrator with the following: researches, verifies, codes, and
enters invoices to appropriate accounts; enters invoices into appropriate computer program; edits and
prints detailed reports with invoices; forwards vouchers to Public Works accounting for processing;
balances various vendor accounts with statements for missing invoices, misapplied payments and past due
balances; and contacts vendors to review accounts and answer questions. Orders office and crew supplies
as necessary to maintain adequate stock.
Coordinates activities with other Bookkeeper positions and the Financial Manager on accounts
receivable/payable and.payroll.
Accountable for specific accounting project steps.
Fleet Services
Assists Fleet Manager with inventory maintenance. Orders and receives parts, performs:data entry, and
prepares reports.
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Jefferson County Job Description: Bookkeeper II - Hadlock Shop Page 3 of 5
Assists Fleet Manager with the process of disposal, advertisement and sale of surplus property via online
or live auction.
Enters and audits data pertaining to fuel card -lock database and fuel supply and system maintenance.
SUPERVISORY RESPONSIBILITIES
This job has no direct 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.
Planning/Organizing - 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.
uanti - 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 feedback to improve performance; Monitors own work to ensure quality; Creates high quality
work product.
Safe 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/Punctuali - 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.
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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 GED and two (2) years as a Bookkeeper I, and four (4) years related
governmental bookkeeping experience and/or training;
OR
High school diploma or GED and six (6) years related experience with some governmental
accounting and/or training;
OR
Equivalent combination of education and experience.
LANGUAGE SHILLS
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 SHILLS
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 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 SHILLS
To perform this job successfully, an individual should have a working knowledge of complex
database -software, intemet content -management systems, spreadsheet software, PDF software,
word-processing software and enterprise fmancial-management software.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid Washington State Driver's License
OTHER KNOWLEDGE, SKILLS AND ABILITIES,
Knowledge of theory and practice of governmental accounting principles and methods of payroll,
accounts payable and administrative process.
Ability to use a computer terminal, personal computer and software, calculator and other office
equipment standard to areas of assignment and to adapt to new and/or modified equipment which may
be required.
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Jefferson County Job Description: Bookkeeper II - Hadlock Shop Page 5 of 5
Ability to work accurately and independently in a responsible manner. to meet strict deadlines.
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 consult with department personnel and those in other departments 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.
Ability to maintain a pleasant and courteous demeanor in dealing with the public during stressful
situations.
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 talk or hear, stand, walk
and sit, to use hands to finger, handle or feel and reach with hands and arms. The employee must
frequently lift and/or move up to 10 pounds and occasionally 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 but occasionally loud. The environment
includes a vehicle/equipment shop with some exposure to exhaust and metalworking fumes. The
environment is usually dry and climate controlled but may include work in inclement weather or under
adverse conditions. The environment is usually conducive to the completion of the detail -oriented tasks
described herein but is regularly busy with interaction with the public and coworkers.
This job description does not constitute an employment agreement between the employer and employee,
and is subject to change as the needs of the employer and requirements of the job change.
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