Administrative Assistant ; Felony

Description

Under immediate (I), general (II) or limited supervision (III, IV), provides clerical support in the maintenance and processing of financial records which are part of a more complex record keeping system. The financial records include those associated with the following functions:
1) cash receipts and disbursements,
2) accounts receivables/billing,
3) accounts payables/payroll,
4) fixed asset accounting,
5) revenue distribution, and
6) audits eligibility. Fiscal Assistant I performs entry‑level clerical accounting tasks with simple and clear cut procedures involving no more than a few steps and limited exposure to operational accounts. Work may involve receipt of money, extending, balancing, and posting of simple fiscal transactions. Fiscal Assistant II performs routine accounts maintenance or fiscal records processing duties at the journey level according to established criteria and prescribed procedures.

Fiscal Assistant III is responsible for account control of a functional unit performing complex accounts maintenance/processing duties at an advanced journey level. Fiscal Assistant IV is the highest‑level classification, responsible for higher‑level account maintenance duties and leading lower‑level Assistants.

• Fiscal Assistant I
  • 1. Sorts, batches and files financial, statistical, or fiscal data/records.
  • 2. Performs simple arithmetical computations to verify money collected, claims amounts, time attendance hours, supply inventories, etc.
  • 3. Provides receipts by filling out a receipt form or endorsing checks in order to provide payee with proof of payment.
  • 4. Logs and codes data according to prescribed accounting procedures; retrieves documents from files and sets up new files as requested.
  • 5. Verifies the signatures of persons authorizing the expenditures by maintaining and reviewing the index files.
  • 6. Compares data on the documents with backup information in order to substantiate claims.
• Fiscal Assistant II
  • 1. Compiles, verifies, and calculates the appropriate charges to clients/users for services/goods rendered; prepares invoices to provide details on charges.
  • 2. Receives, reviews and verifies claims, invoices, and payroll documents for authorization of expenditures, accuracy of amounts and accounts charged, and conformance to rules and procedures.
  • 3. Receives cash, warrants and checks from individuals or revenue sources; applies credit to the proper subsidiary ledger account; balances the cash register and forwards deposits to the proper accounting area for deposit with County Treasurer.
  • 4. Performs posting functions by hand or on the computer by inputting accounting or payroll data to appropriate accounts, journals, or ledgers.
  • 5. Reviews and processes paperwork for correct issuance of food stamps.
• Fiscal Assistant III
  • 1. Edits daily operational reports for discrepancies or rejects; prepares adjustment entries to reconcile with the master control accounts.
  • 2. Researches outstanding warrants and claims; follows up with the parties involved and takes corrective actions to resolve the problems; prepares journal vouchers to adjust the accounts accordingly.
  • 3. Performs complex calculations (e.g., back pay, revenue/costs distribution, welfare aid entitlement) by examining the individual case records, integrating multiple rules and regulations, and comparing the outcomes using different methods of calculation.
  • 4. Pre‑audits the work of others (e.g., time and work reports, child support payments, payroll, welfare payroll) to ensure proper coding, account classification, cost and fund distribution, and compliance with state or federal guidelines and procedures.
  • 5. Balances the subsidiary ledger totals to the Auditor‑Controller's financial status reports; prepares periodic detail and summary reports on account status as requested.
• Fiscal Assistant IV
  • 1. Coordinates the work of others in a County‑wide or inter‑departmental fiscal unit.
  • 2. Serves as the lead person for the fiscal unit in providing clarification to technical questions, on‑the‑job training to lower level Fiscal Assistants, and recommendations on work procedures and processes.
  • 3. Provides oral and/or written reports to…