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HomeMy WebLinkAboutBookkeeper I- Hadlock ShopJob Title: Department: Division: Reports To: FLSA Exempt: Union: HIPAA: BBP: Salary Level: Location: Approved By: Approved Date: JEFFERSON COUNTY Job Description Bookkeeper I - Hadlock Shop Public Works/Central Services .Road Maintenance/Fleet Services Public Works Financial Manager/Central Services Fleet Services Manager No Yes Level 3 No A3-E Port Hadlock Shop Human Resources Directo GW�_ May 2022 ` SUMMARY: This position performs a variety of duties in support of administrative and bookkeeping 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 and training from the Bookkeeper II and Bookkeeper III — Hadlock Shop Administrator. ESSENTIAL DUTIES AND RESONSIBILITIES include the following. Duties may vary depending on divisions supported. Other duties may be assigned. Administrative Answers and directs incoming telephone calls. Provides general information to public regarding road maintenance and fleet services. Enters data into various databases and generates reports. Provides various personnel with reports related to activities in road maintenance and fleet divisions. Operates dispatch radio for County staff. May be required to work after hours during storm or emergency events. Prepares letters, reports and other materials from brief instructions or notes. Assists with scheduling and recordkeeping for various road maintenance and fleet programs for internal and external customers. Processes requests for new and replaced Personal Protective Equipment (PPE). ,Assists staff in scheduling appointments and making travel arrangements. Maintains department 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. Jefferson County Job Description: Bookkeeper I - Hadlock Shop Page 2 of 5 Bookkeeping Inventories and charges road maintenance projects for materials received and used through voucher and payroll process. Processes invoices and reconciles fuel system and credit card accounts. Assists with maintaining inventory for fleet and roads materials and equipment. Assists with entering invoices into a computer; contacts vendors to review accounts and answers questions. Assists with entering daily and monthly payroll. Prepares compensatory and time accrual and use reports. Orders office and crew supplies as necessary. Coordinates activities with other Bookkeeper positions and the Financial Manager on accounts receivable/payable and payroll. Fleet Services Assists with ordering and receiving parts and maintaining inventory. Enters Safety Data Sheet information into database. Orders fuel and maintains records for fuel supply and system program. Documents inventory, schedules advertisements, and responds to and documents correspondence regarding sale of surplus property. 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 Jefferson County Job Description: Bookkeeper I - HadIock Shop Page 3 of 5 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 Ig_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. 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. 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 fimctions. EDUCATION and/or EXPERIENCE Associates degree (AA) in accounting or related business program; OR High School Diploma or GED and two (2) years' experience in governmental accounting; OR High school diploma or GED and four (4) years' related experience with some governmental accounting and/or training; OR 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 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 Jefferson County Job Description: Bookkeeper I - Hadlock Shop Page 4 of 5 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, internet content -management systems, spreadsheet software, PDF software, word-processing software and enterprise financial -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. 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 Jefferson County Job Description: Bookkeeper I - HadIock Shop Page 5 of 5 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.