POSITION DESCRIPTION

This clerical support person performs responsible government accounting work in any of the following areas including: payroll, accounts payable, accounts receivable, employee benefits, grant management and state and federal reporting. These positions provide administrative and secretarial assistance of a confidential, complex and responsible nature for the Chief Finance & Operations Officer, Assistant Business Manager and/or Director of Food & Nutrition Services.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of financial administration, including accounting and grant management.
• Strong analytical skills including the ability to analyze and interpret complex financial data.
• Ability to establish and maintain effective working relationships with employees, supervisors, agencies and the general public.
• Ability to work independently with minimum supervision.
• Ability to troubleshoot computer hardware issues and work with IT or vendors to fix the issue.
• Ability to troubleshoot accounting software issues with staff and vendors.
• Ability to acquire a working knowledge of the functions and responsibilities of the department.
• Ability to solve practical problems.
• Ability to interpret a variety of instructions furnished in written, oral, or diagrammatic form.
• Ability to compose clear and correct letters and reports.
• Ability to process paperwork accurately and efficiently.
• Ability to make mathematical calculations including pro-rated calculations.
• Ability to establish and maintain complex files and record systems.
• Ability to efficiently schedule and coordinate meetings and events.
• Knowledge of Microsoft Office Suite Software (Word, Excel, Access, Outlook, PowerPoint & One Note).
• Ability to enter, retrieve, and verify data on computer equipment with accuracy.
• Strong oral, written, and interpersonal communication skills.

REQUIRED MINIMUM QUALIFICATIONS

• High School Diploma or GED with course work in Business English and Commercial Arithmetic, and
• Four years of progressively responsible accounting, familiarity in secretarial or office administrative work in the areas of accounts payable, payroll and general accounting, or
• Any combination of training and experience which provides a demonstrated ability to perform the duties of the position.
• Prior work experience with computer, accounting and/or HR systems and data entry/typing skills.

• Receives oral or written instructions from supervisors.
• Determines priority of work tasks with work assignments.
• Performs calculating, posting, and verifying duties in processing financial data for application in accounts payable, accounts receivable, insurance, attendance, payroll systems and/or general ledger journal entries and balances.
• Processes and prepares purchase orders.
• Reviews invoices, verifies against purchase orders, issues and mails checks.
• Receives, records and posts revenue received from departments, state or federal agencies, and directly from the public.
• Coordinates and evaluates employee benefit coverage (including health, life and disability) for employees, retirees and COBRA subscribers.
• Acts as liaison between insurance carriers, the Insurance Agent of Record and employees for employee benefit programs.
• Receives, processes, and verifies payroll insurance contributions as required for benefit deductions and reporting.
• Prepares expense vouchers for payment to health, life, dental, and disability insurance vendors.
• Compiles the annual pension census data and distributes the Pension Benefits Statements prepared by the actuarial consulting firm.
• Records attendance and accruals for AFSCME personnel for various leave reporting: sick, vacation, personal, other and FMLA.
• Establishes grant account setup and posts revenue from state or federal agencies.
• Enters and sets up payroll information for entry into automated system.
• Prepares and runs payrolls receiving information from employees and/or departments.
• Checks and verifies hourly rates, overtime payments and workers compensation benefits.
• Revises payroll information for garnishments or other attachments.
• Prepares state and federal financial reports (i.e., 941’s, Tax Exempt Certificates, Free/Reduced Lunch Applications, etc.).
• Prepares statistical information of some complexity for supervisor.
• Sets up and maintains office files and records.
• Types reports, correspondences, and performs related clerical work.
• Maintains statistical spreadsheets as necessary.
• Operates computer equipment, calculator, and other office equipment.
• Transmit files electronically to bank and State, maintaining digital certificates.
• Screens telephone calls or greets visitors, ascertains nature of business, and refers to appropriate office/person.
• Arrange meetings, schedules appointments and sets up conference rooms for meetings.
• Performs special assignments, censuses, reports and routine administrative functions as directed.
• Orders supplies.
• Assists with record retention.
• Maintains website for areas.
• Supports other offices as directed