Job Summary

This role performs a variety of accounting and customer service duties involving financial record keeping and transactions, including invoice validation and approval, vendor database maintenance, reception, and call flow routing. It carries responsibility for large sums of money and other valuables. The work varies from day to day, involves some independent decisions, and follows established procedures with minimal supervision. The incumbent covers the work of others in the office when the director is absent.

Roles and Responsibilities

• Maintain official agency financial records and certify their accuracy
• Receive, deposit, distribute, and account for monies, securities, and other valuables
• Authorize payment of vouchers or prepare vouchers for the director's signature
• Write checks, transmit payments, audit transactions, and post and process encumbrances and expenditures using the correct department forms and records
• Check requisitions for quality, quantity, and price per the Quantity Purchase Award contract
• Exercise limited purchasing and inventory control
• Assist in preparing and controlling the agency budget
• Calculate the monthly profit-loss statement and other computations on agency records
• Prepare monthly, quarterly, and yearly financial reports
• Negotiate settlement of accounts
• Lease and re-lease property, and arrange auctions, sales, and receipt of bids
• Operate all types of office equipment and order equipment and repairs
• Work with supervisors, staff, other agencies, court and medical personnel, contractors, vendors, insurance representatives, and the public to interpret policy and check that procedures and specifications are met
• Promote efficiency, support good working relationships among staff, and provide information
• Perform related duties as required

Experience

• 5+ years of recordkeeping and bookkeeping experience
• 5 years of accounts payable and voucher processing experience
• 5 years of budget preparation and control assistance
• 5 years of financial reporting (monthly, quarterly, and annual)
• 5 years of procurement and contract knowledge
• PeopleSoft Financials experience (preferred)
• Auditing systems experience (preferred)

Key Skills

• Bookkeeping, auditing, contracts, and contracting procedures
• Knowledge of department functions and office procedures
• Written and verbal communication
• Problem solving, including situations not encountered before
• Aptitude for business, mathematics, and public relations
• Ability to learn to operate all kinds of office equipment
• Ability to work under pressure with diplomacy, tact, and courtesy
• Accurate handling of money and items of value

Eligibility and Qualifications

• Eligible to be bonded
• Ability to maintain confidentiality
• Ability to work independently by following established procedures with minimal supervision
• Education requirements were not specified in the description