The Position:
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.
Examples of Job Duties:
Provide support to Treasurer. Track cash activity, update wire, and cash schedules daily, including ACH and wire transfer origination, check run initiation, vendor book transfers, upload of positive pay files, and weekly cash requirements forecasting. In addition, input investments, interest, bank sweep activity into investment management software, and compile monthly Treasurer’s Report. Track, balance, and report transactions between various funds with high level of accuracy and a high level of attention to detail.
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 electronic 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.
Prepare participant and third party power billings, and fuel-steam and other allocations. Monitor collection of accounts receivable.
Maintain subsidiary accounts payable ledgers, fixed asset records, accounts receivable, work order and related systems and reconcile to the general ledger. 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.
Maintain and reconcile 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.
Supervision Received and Exercised:
This job has no supervisory responsibilities.
Minimum Requirements
An Associate of Arts degree from an accredited college or major course work in accounting or a related field is desirable. Performance of similar duties for other employers for a period of at least three years. Knowledge, skill or experience should include modern office practices, procedures and equipment, including computer based accounting.
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