Payroll/Accounting Clerk I-II

Accounting Clerk I

Perform a wide variety of responsible bookkeeping and clerical duties. This is an entry level position with some experience in performing financial clerical work. Under close supervision, incumbents at this position level are trained in the financial clerical processes and procedures of the department. As experience is gained greater independence of action is exercised and less detailed supervision is received. Perform a large amount of the daily bookkeeping and administrative work associated with cash & investments, accounts payable, accounts receivable, payroll, and the general ledger. The Agency’s accounting and budgeting processes are complex due to its diverse membership and contract requirements, which include a large number of ledger accounts related to various programs in support of a $600+ million annual budget. Minimum of two years experience required.

Accounting Clerk II

This is a full journey level position. Perform a wide variety of responsible bookkeeping and clerical duties under general supervision and within a framework of established procedures with only occasional assistance or instruction. Perform a large amount of the daily bookkeeping and administrative work associated with cash & investments, accounts payable, accounts receivable, payroll, and the general ledger. The Agency’s accounting and budgeting processes are complex due to its diverse membership and contract requirements, which include a large number of ledger accounts related to various programs in support of a $600+ million annual budget. Minimum of three years experience required.

Examples of Duties:
Essential Duties and Responsibilities include the following. Other duties may be assigned. Work is originally performed under close supervision, but as experience increases incumbents work with greater independence.

Perform full cycle accounts payable processing to include: creation and maintenance of vendor files, verification of invoices, including quantities, dollar amounts, and payment and discount terms, matching and cross referencing invoices to receiving documents, requisitions, purchase orders, contracts and shipping documents, reconciling with vendor statements, and ensuring timely payment to vendors.

Track, monitor, and process purchase order files including invoices, payments, open purchase orders, work orders, partial payments and other information as required to expedite and document accounts payable transactions. Resolve exceptions through contact and coordination with appropriate vendor and Agency purchasing officials.

Process payroll in electronic systems including ADP Workforce Now to include the collection of time sheets and application of negotiated labor agreements, and federal and state laws; make calculations related to special pay such as differential, subsistence, travel; compensatory time; and overtime pay; process, verify and document authorized changes to employee payroll records.

Maintain and reconcile bank accounts and payroll/benefits documents to Agency records. Reconcile and maintain numerous control schedules in support of payroll. Coordinate and resolve payroll related matters with outside service bureau, Facility Office Administrators, managers, supervisors, and or employees as applicable. Distribute recurring payroll reports and paychecks.

Track and reconcile CalPERS pensionable wages and ensure calculations are in accordance with California state government code.

Run, validate, and integrate payroll related general ledger entries, inspecting automated system output such as registers and standard reports, determining and correcting out-of-balance conditions.

Assist in preparation of participant and third party billings, and fuel-steam and other allocations. Monitor collection of accounts receivable.

Assist in maintaining the Agency’s general ledgers and subsidiary ledgers and in preparation of recurring journal entries, audit schedules, account analyses, and special data requests. Assist and instruct new clerical employees as required.

Provide treasury backup including ACH and wire transfer origination, check run initiation, vendor book transfers, upload of positive pay files, and update of wire and cash activity schedules.

Assist with maintaining and reconciling cash accounts and documents to Agency records. Coordinate and resolve related matters with outside entities, managers, supervisors, and or employees as applicable. Also responsible for distribution of recurring reports.

Review and process employee advances, expense reports, and credit card transactions in accordance with Agency policy and procedures.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Competencies To perform the job successfully, an individual should demonstrate the following competencies:

Analytical – Collects and researches data. Demonstrates attention to detail.

Problem Solving – Identifies and resolves problems in a timely manner; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills.

Service – Responds promptly to others needs; Solicits feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things.

Oral Communication – Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; 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; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone’s efforts to succeed.

Motivation – Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence.

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.

Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Quantity – Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.; Completes tasks on time or notifies appropriate person with an alternate plan.

Typical 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

Accounting Clerk I:
A minimum of a high school diploma supplemented with college level training in business or a related field. An associate of art degree from an accredited college with major course work in accounting or a related field is preferred.

Performance in similar duties for another employer for a minimum period of two years is required. Knowledge, skill or experience should include modern office practices, procedures and equipment, including computer based accounting.

Accounting Clerk II

An Associate of Arts degree from an accredited college or major course work in accounting or a related field is preferred. Performance of similar duties for other employers for a period of at least three year. Knowledge, skill or experience should include modern office practices, procedures and equipment, including computer based accounting. Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to and other employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

To perform this job successfully, an individual should have knowledge of Accounting software; Spreadsheet software and Word Processing software. Comprehensive working knowledge of clerical and bookkeeping practices and techniques in an automated system. This includes experience with and an ability to effectively input, track and maintain, and reconcile automated bookkeeping and accounting system data. Personal computing experience using spreadsheet and word processing, purchasing, accounting, and payroll software is preferable.

Certificates, Licenses, Registrations

Valid California Driver’s License and Insurance.

Other Skills and Abilities

An ability to communicate effectively both orally and in writing and to interface with all levels of staff and outside contacts is essential. Must be able to operate a typewriter/keyboard/ten-key calculator in a speedy, proficient manner using the touch method.

Other Qualifications

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. The employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to walk.

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.