Accounting Associate

Overview

This class processes departmental accounts payable, payroll, deposits, balance, and a variety of basic accounting and cash management functions, and prepares revenue reports. Receives, reviews, prepares, and processes a variety of accounting and/or financial documents, which may include: accounts payables, accounts receivables, purchase requisitions, purchase orders, timesheets, travel documents, sales tickets, invoices, vouchers, change orders, payments, deposits, bond paperwork, contracts, forfeitures, task orders, money orders, wage verifications, medical bills, and/or other related documents.

• Initiates, processes, prepares, records, and/or reviews routine, complex, and/or specialized paperwork, forms, reports, and/or confidential information related to assigned area of responsibility, ensuring completeness and accuracy of information; maintains related records.
• May notarize documents utilizing established guidelines and procedures.
• If primarily assigned duties include coordination of travel arrangements, complete and/or verify that all necessary paperwork is provided, verify all expenditure amounts and travel dates, correspond with employees about travel details as needed, book flights, make lodging accommodations, reserve rental cars, etc., process per diem payments, etc., as applicable, and reserve flights and make travel arrangements for all prisoner transport air travel.
• Respond to telephone, email, written, and in-person inquiries from the CFO, the public, divisions within the Agency, and/or other interested parties; provide answers and information requiring knowledge of agency policies and procedures; and collect funds and issue receipts.
• Maintain a variety of records, files, and information for assigned area of responsibility, ensuring compliance with applicable rules and guidelines; audit files for completeness and accuracy. Categorize and maintain technical manuals.
• Independently draft, compose, and type a variety of business related documents, including letters, memos, charts, newsletters, technical specifications, and/or other related documents; maintain confidentiality regarding sensitive issues.
• Organize, monitor, and maintain inventory, supplies, equipment, and/or other related items; initiate service and/or repairs of applicable items.
• Serve as a liaison with employees and external organizations.
• Assist with budget preparation; may prepare cost estimates to assist with preparing budget recommendations.
• Prepare back-up information, assigning account numbers for use in the computer.
• Prepare periodic financial and statistical statements, reports, and tabulations (e.g., checks reports, vouchers, journal entries, requests, and vendor lists); post and maintain journals and other records.
• Research records to prepare requested information.
• Proof and mail vendor checks.
• Enter a variety of financial information into spreadsheets, automated accounting software, and/or databases.
• Assist customers, inmates, employees, and/or other interested parties with requests for information over the phone and in person; research and resolve discrepancies.
• Complete, track, and/or maintain a variety of records, logs, ledgers, and files.
• Post financial information into appropriate accounts; reconcile and/or audit financial information to ensure completeness and accuracy of information; research and resolve discrepancies; may set up charge accounts.
• Prepare a variety of fiscal reports related to assigned area of responsibility utilizing established guidelines and within specified time frames; disseminate information and reports to appropriate individual(s).
• May assign and prioritize related work of others on occasion, train, review results, and make personnel recommendations.
• Review and process a wide variety of purchase orders and requisitions and/or change orders for products, services, and/or other related items, including ensuring requisitions are properly completed and authorized; classify incoming requests; assign numerical coding to requisitions; assign account and fund codes to requisitions; maintain purchase orders; and/or perform other related activities.
• Monitor vendor compliance with contract and/or purchase order specifications and standards; identify and recommend appropriate modifications and/or amendments.
• Research items and/or services required by the County to be purchased by quote or sealed bid.
• Participate in formal and informal bid and proposal processes for equipment, supplies, construction projects, and various types of services; coordinate and develop sealed bids and proposals; evaluate bids to ensure components are included for a fair bid; review bids for compliance with regulations; participate in related meetings; make recommendations for bid awards; post award compliance; and/or perform other related activities.
• Compile, prepare, and maintain a variety of reports, financial data, cost analysis, market trends, pricing sheets, and/or other related information.
• Perform other duties of a…