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HomeMy WebLinkAboutBookkeeper IIIJob Title: Department: Division: Reports To: FLSA Exempt: Union: HIPAA: BBP: Salary Level: Location: Approved By: Approved Date: SUMMARY: JEFFERSON COUNTY Job Description Bookkeeper III Public Works Financial Management Financial Manager NO Yes Level 3 No A3 -G Public Works Office _ Human Resources Manager , <_.Z ° c. September 2018 1 Assists the Financial Manager with organizing, coordinating and monitoring bookkeeping and accounting activities for the Public Works Department. Processes financial transactions and retains records by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Coordinates department payroll. Enters daily and monthly time records into a computer; edits and submits to Auditor via software interface. Reconciles and verifies accuracy of entries. Posts payroll to various cost accounting applications. Disburses warrants to employees. Answers payroll related questions. Assists staff with payroll software entry. Updates and balances employee leave records and compensatory time each month. Computes appropriate payoffs for retiring or terminating employees. Computes retro payments and maintains records of time in service to determine longevity pay. Coordinates department accounts receivable and payable. Researches, verifies and enters invoices to appropriate project, activity and General Ledger accounts. Assists employees with travel and expense reimbursements. Enters invoices into the appropriate computer program and edits and prints voucher covers and detailed reports with invoices. Distributes vouchers to Department manager for approval. Coordinates and reconciles data export to Auditor's accounting software and forwards vouchers for processing. Balances various vendor accounts with statements for missing invoices, misapplied payments, and past due balances. Contacts vendors to review accounts and answers questions. Maintains listing of authorized staff to charge on various vendor accounts. Maintains and updates a variety of software files pertaining to payroll, accounts payable and accounts receivable in department software system. Creates, compiles, updates and distributes regular, monthly reports to show statistics such as cash receipts and expenditures, employee activity, accounts payable and receivable, profit and loss, and other items pertinent to operation of business. Provides on-going assistance to all Public Works divisions and various associated funds with procedural and general accounting questions. Provides various personnel with computer printouts of projects and budget status. Jefferson County Job Description: Bookkeeper III Page 2 of 5 Notifies Financial Manager and/or Public Works Director of any discrepancies or anomalies. Coordinates with Bookkeeper I, II and III positions on accounts receivable, accounts payable and payroll activities. Provides technical leadership to Bookkeeper I and Bookkeeper II employees within the Financial Division. Monitors budget expenditure and revenue reports, reviews for accuracy and makes any necessary corrections and adjustments. Maintains accounts receivable and invoices for reimbursement projects. Invoices and maintains accounts receivable for other agencies and County departments for equipment rental, materials and fuel usage, and labor costs. Verifies for accuracy and posts equipment rental and material usage in appropriate accounting software system. Reconciles and updates general ledger batches of interfund charge back entries. Prepares transmittals to Treasurer of equipment and material revenue charge backs for Departmental funds. Deposits and codes revenues for various funds including grant revenue, camp ground fees, permit fees, Recreation program fees and Solid Waste Account deposits. Processes and tracks revenue refund requests. Sets up, maintains and updates the Solid Waste accounting software program including the charge account customer database and commodity files. Coordinates the billing process for Solid Waste charge accounts including month-end and year-end closing procedures. Enters new Development Review projects into the appropriate software database, bills and records payments on projects, and maintains billing files and records. Prepares quarterly L&I report for departmental volunteers and `in-kind pay' employees. Maintains departmental training hours and mandatory training reports. Assists Financial Manager with general ledger, depreciation, year-end procedures, and budgeting process. Updates monthly spending plans. Coordinates cell phone accounts payable, auditing and record keeping. Assists with grant billing, review and documentation. Participates in team process to develop the division budget for the department. Assists with payroll and benefit projections for all funds managed by the Public Works Department. Works with Financial Division team to provide continuing analysis and implementation of improvements to departmental financial systems and procedures. Accountable for specific accounting project steps, works in a team -based environment and participates in self-directed team process to set work level expectations, goals and objectives. Documents Division policy, procedures, and process. Jefferson County Job Description: Bookkeeper III Page 3 of 5 SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities. May provide guidance and training to other staff. 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; Develops and implements cost saving measures. Conserves organizational resources. Diversity - 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 and respects diversity. Plarming/Organizing_— Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Develops realistic action plans. 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. ualit - Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality; Applies feedback to improve performance. Monitors own work to ensure quality. uantit — Meets productivity standards; Completes work in timely manner. Strives to increase productivity; Works quickly. Safety and Security- Observes safety and security procedures; Determines appropriate action beyond guideline; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability — Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, 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. Jefferson County Job Description: Bookkeeper III Page 4 of 5 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 II and four (4) years related governmental bookkeeping experience, and/or training; OR High school diploma or GED, two (2) years as a Bookkeeper II, and six (6) years related bookkeeping experience and/or training; OR Two (2) years as a Bookkeeper I, two (2) years as a Bookkeeper II and four (4) years governmental bookkeeping experience, 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 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. COMPUTER SKILLS To perform this job successfully, an individual should have knowledge of database software, internet software, spreadsheet software, PDF software, word processing software and the County's financial management software. CERTIFICATES, LICENSES, REGISTRATIONS Valid Washington State Driver's License OTHER SKILLS AND ABILITIES Knowledge of theory and practice of governmental accounting principles and methods of payroll and accounts payable. Knowledge of bookkeeping, accounting and secretarial processes. Knowledge of County standards, union contracts, personnel manual, forms and procedures as well as knowledge of fleet and parts management. Ability to use a computer terminal, personal computer and software, calculator, and other office Jefferson County Job Description: Bookkeeper III Page 5 of 5 equipment standard to areas of assignment and to adapt to new and/or modified equipment which may be required. Ability to adapt to changing and evolving technology including software programs, databases and smartphones. Ability to be self-directed and conscientious with regard to deadlines, detail, completeness and accuracy. Ability to operate effectively under pressure to meet strict deadlines. Ability to assign priority and organize tasks under imposed deadlines while completing daily tasks. Ability to keep information pertaining to payroll and personnel records confidential. Ability to train and provide guidance to Bookkeeper I and 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, and crowded surroundings with a high standard for accuracy, completeness and efficiency. Ability to perform work accurately and independently in a responsible manner. 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.