Accounting Technician 2

This is an

Open Competitive

recruitment to create an eligibility list for current and future openings. Successful candidates are expected to work eight (8) hours a day, five (5) days a week, and twelve (12) months a year. Candidates must submit proof of all supporting documents to be considered for the recruitment process. Failure to attach any one of the required documents will result in disqualification from the recruitment.

GENERAL PURPOSE Under general supervision, performs a variety of related advanced technical support functions involved in the processing of accounting activities involving budgetary control, accounts payable and receivable, general ledger, payroll, cost, and program accounting operations and processes; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS Accounting Technician 2 is distinguished from Accounting Technician 1 in that employees in the former class perform various complex clerical accounting processes and operations involved in accounts payable and receivable, general ledger, program budget, classified and certified payroll, revolving cash fund, fixed asset, inventory, attendance accounting, fiscal control, and reporting functions. Duties require a broader understanding of the operations of the District's financial accounting systems and experience in classifying and preparing accounting transactions based on a basic understanding of accepted accounting practices.

Accounting Technician 2 is distinguished from Accounting Technician 1 in that employees in the former class perform duties requiring an understanding of the operations of the District's budgeting and financial accounting system as they apply to maintaining records and preparing accounting transactions for complicated construction, special assessment district and state-funded projects, in addition to having lead worker responsibilities in an assigned work group.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Verifies payroll data, employee status, deductions, retirement contributions, budget, and position control information, time sheets or cards, posting data to employee payroll records for payment; receives time sheets and cards from departments and school sites and ensures documents are received for all employees; accounts for all employee absences; monitors sick leave, vacation and workers' compensation time and notifies personnel if accruals become negative; posts information to employee payroll cards; analyze time cards for valid permit numbers and possible duplicate payments; receives requests for additional payments and makes payroll adjustments, including late EIR's, time-sheets and cards, changes in salary and one-time deductions; recalculates and verifies submitted totals per time card; verifies workshops, stipends and project sheets in board minutes; enters payroll information into time file and HRS system for issuance of paychecks; balances entry totals; reviews and audits each check prior to release; cancels payroll checks as required.

Reviews EIR's for completeness and accuracy and returns to personnel if incomplete or if there are discrepancies; determines and inputs account numbers to be charged; separates specially funded EIR's and sends to proper departments for accounting and signatures; inputs verified EIR information into HRS system; copies and files EIR's.

Balances payroll, fringe benefits and Medicare by fund; inputs payroll error lists into SCI to correct charges to wrong accounts or programs; prepares contra worksheets to correct charges to fringe benefits and inputs into SCI for finalization of payroll; runs appropriate general ledger reports and corrects errors to balance payroll; notifies employees when they become eligible for fringe benefits.

Conducts periodic audits of payroll accounting transactions in order to identify discrepancies and initiate appropriate corrective action.

Receives revised salary schedules annually and posts new salaries to payroll cards; determines difference of rate increase and calculates retroactive payroll; verifies and corrects totals as necessary and issues checks.

Conducts salary audits; accounts for years of service and salary changes; monitors probationary periods, custom tracks and location changes; reviews education code changes affecting salary; issues cash collection letters if necessary; monitors qualification into retirement plan; codes with appropriate retirement code in system and prepares related forms.

Receives, inputs, updates and audits position control data to reflect changes in salary schedules, stipend tables, job classifications and position allocations; assigns documents position control numbers and files pending documents; adds and creates new job classes and positions; updates labor and FTE codes; verifies labor distribution is complete; prepares account expenditure transfers and make corrections as necessary; reviews reports, checks for errors and corrects as necessary; requests and runs reports for District staff.

Reviews Salary Reduction Agreements to ensure they are complete; verifies agents and TSA companies are Board approved and/or submits for approval; inputs and verifies TSA input for accuracy and errors; makes changes to voluntary payroll deductions; reconciles and balances TSA's monthly by vendor and resolves discrepancies; sends TSA packets to agents and employees upon request, when they become eligible or when there are changes in requirements; mails documents annually to agents with schedules of paperwork due dates and new forms; notifies employees when new paperwork is required due to changes in TSA names; assists employees with discrepancies on TSA statements.

Approves purchase requisitions; verifies proper authorizing signatures, access numbers, account coding and if there is sufficient funding; forwards to proper departments for changes if incorrect; checks purchase orders, amounts and dates went to board; maintains monthly logs of purchase requisition numbers, dates approved and departments sent to; approves over-expended purchase requisitions from general fund accounts, or refers for approval those charged against restricted accounts, overriding automated account processes; researches and notifies District management of general education funds that are overdrawn and monitors that these accounts are covered.

Receives, reviews, processes and reconciles vendor, utility, and commodity billing and statements, purchase orders and other demands, preparing payment invoices and related documentation; processes, maintains and balances vendor accounts for District departments; sends invoices to departments and sites for authorization of payment; processes and applies credits or debits to payments and may adjust sales tax as necessary; verifies payments are correct; processes early release of payments; reconciles invoices with purchase orders, researching and resolving discrepancies between vendor invoices and District records; sets up and maintains accurate vendor files; responds to payment inquiries by vendors; receives, inputs and verifies updates to begin generation of checks payable to vendors; assigns check numbers to first check in run and advises accounts payable of run ID numbers.

Performs weekly, monthly and year-end reconciliations and account balancing, assisting in preparation of related financial reports and in the investigation of identified accounting issues; ensures all time reports are received; audits, processes and posts time and prepares and issues payments; manually accrues payments processed beyond year-end deadline; calculates sick and vacation balances and posts to payroll card; sends new vacation balances to site timekeepers.

Prepares, compiles, generates, and runs various financial reports and lists required by federal, state, county, District fiscal regulations and guidelines, and by accepted accounting practices, including employee group insurance benefit report, stock requisitions report, unable to pay list; requests, prints and distributes reports for District staff.

Maintains and updates financial records, including changes in personal data; creates and maintains permanent employee files; monitors employee W5's annually to ensure forms are updated; packs and labels EIR's, payment invoices and time reports and cards and sends to warehouse for storage.

Provides information regarding fiscal policies, procedures, related laws, and regulations, Board actions, and state education code provisions to employees, vendors and other agencies; explains their application to payroll, expenditure reimbursement, payment and other issues; responds to questions or complaints regarding interpretation of laws, regulations, contracts and other documents governing District payroll and benefits; serves as a resource to other departments on financial matters; meets with employees to review pay history, retirement or other concerns.

OTHER DUTIES

Acts as backup for other financial and department personnel as required.

Performs special projects as assigned.

Trains new timekeeping personnel on payroll reporting procedures.

Analyzes time cards and funding sources submitted for substitute employees and prepares expenditure transfers; calculates total absences for Special Education and Resource Specialist teachers and substitute rates to determine debits to Special Education program; researches accounts to be charged for substitute clerks and calculates total pay and related contra accounts.

Processes and maintains imprest accounts, corporate express invoices, travel and conference claim forms, and revolving cash reimbursements; verifies signatures, account numbers, and receipts; checks calculations and inputs into system; verifies data entered; applies credits and tracks and informs personnel on how credits have been applied; reviews, processes and reconciles claims forms; notifies staff of proper use of accounts; notifies management of report discrepancies.

Assists in processing monthly food and supply inventory; generates quarterly summaries of food supply inventories; reviews and verifies delivery reports; monitors and maintains warehouse food and supply order files; maintains promotional and rebate programs; monitors, tracks, analyzes and prepares redemption reports.

Maintains and monitors Clerical Person Month allocation for each school site; provides schools with calculations of allocated hours allotted to them based on projected enrollment and current staffing; reviews EIR's to verify hours are available.

Analyzes and approves hand stamps; verifies they have work order numbers, appropriate signature, account number and sufficient funds; forwards to Procurement; processes jobs done by Maintenance for jobs other than general education.

Prepares tickets for use of department copier; collects tickets monthly and clears totals for each account; calculates total dollar amounts for each ticket, account, fund and related contra accounts; inputs entries and adjustments in SCI.

Analyzes transportation reports for completeness and accuracy; calculates total miles traveled, number of students, cost per field trip and account number; inputs in SCI.

Manages Business Manager control accounts; determines proper school accounts; prepares, files and logs appropriation transfers; reconciles amount transferred with actual cost paid and makes adjustments as necessary.

MINIMUM QUALIFICATIONS Knowledge of:

Advanced techniques, procedures and practices of budgetary control, payroll, accounting and audit.

Financial and statistical record-keeping methods, practices and techniques.

District organization, administrative and accounting policies, standards, reporting and procedures.

Applicable Board policies, personnel and retirement rules, and labor contract provisions.

Federal, state and county payroll, tax and accounting guidelines, procedures and labor laws.

Internal control and audit practices and procedures.

The operations, requirements and codes of the District's financial accounting system and computer capabilities applicable to functional responsibilities.

Modern office practices, procedures and equipment.

Ability to:

Perform moderate to highly complex and involved clerical accounting functions involving independent judgment and initiative.

Prioritize and organize activities involving multiple or conflicting operational and time demands.

Perform complicated mathematical and statistical calculations and analyses.

Read and interpret detailed laws, regulations, policies and procedures, contracts, fiscal documentation, accounting reports and records.

Assess and make sound recommendations on financial data and budget.

Work independently with minimal supervision and instruction.

Research and investigate issues, compile information, evaluate alternatives, report findings, and formulate appropriate recommendations for corrective action.

Prepare clear, concise and comprehensive accounting statements, reports and other written materials.

Communicate effectively orally and in writing, including technical accounting or payroll matters to non-accounting personnel, while maintaining appropriate confidentiality.

Understand, interpret, explain and apply District, state and federal laws regulating the District's financial accounting, budgeting, reporting, record keeping and payroll.

Interact effectively, engage in problem-solving processes, conflict resolution and team-building efforts.

Establish and maintain effective working relationships with those encountered in the course of work.

Education, Training, and Experience:

A high school diploma, G.E.D. equivalent, or higher graduation.

Proof of two semester courses (or equivalent quarter courses) in accounting or payroll with a letter grade of “C” or higher.

Three (3) years of progressively responsible accounting, accounts payable, payroll, or bookkeeping experience, including experience with personal or microcomputer operation, utilizing spreadsheet and other financial software applications.

Lead work experience related to accounting, accounts payable, payroll, or bookkeeping is desirable.

Equivalency Provision A Bachelor’s degree in accounting, finance, or related field may substitute for one year of the required work experience as stated above. An additional year of accounting, accounts payable, payroll, or bookkeeping experience may substitute for lack of college coursework in accounting or payroll.

PHYSICAL AND MENTAL DEMANDS The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions.

Lift, carry, push, pull, bend, twist, stoop, kneel, walk, run, and crawl.

Perform light physical exertion.

Lift and carry 15 pounds.

Reach in all directions.

Stand, sit and walk for extended periods of time.

Work at a desk, business office, conference table, or in meetings of various configurations.

Read, interpret, and apply rules, regulations, policies and procedures.

Dexterity of hands and fingers to operate a computer and office equipment.

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the selection authority to accommodate the limitation.

Examination Information After the evaluation of minimum qualifications, examination parts for this recruitment may include, but are not limited to the following: scored supplemental questionnaire, written exam, performance exam, oral appraisal interview, physical ability test, oral presentation, project assignment, etc.

Applicants must submit a full application.

Failure to submit a complete application will result in disqualification from this recruitment.

The Personnel Commission reserves the right to change, alter, cancel, add or modify examination parts, as well as weights and dates.

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