This position performs a wide variety of responsible bookkeeping and clerical duties under general supervision and within a framework of established procedures. Perform a large amount of the daily bookkeeping and administrative work associated with accounts payable, accounts receivable, the general ledger, cash & investments, internal credit card claim processing, and support services administration. Assist in the preparation of participant and third-party power billings, and fuel-steam and other allocations. Monitor the collection of accounts receivable.
ESSENTIAL DUTIES AND RESPONSIBILITIES
This position requires the incumbent reports for work on time and maintains satisfactory attendance in accordance with Agency policy; Ensures work responsibilities are covered when absent; Arrives to meetings and appointments on time; Performs special assignments for the Treasurer-Controller or others as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Accounting Clerk I:
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.
Assist in t in the maintenance of subsidiary accounts payable ledgers, fixed asset records, accounts receivable, work order and related systems and reconcile to the general ledger.
Assist with reconciling cash accounts and documents to Agency records. Responsible for the distribution of recurring reports
Review and process employee advances, expense reports, and credit card transactions in accordance with Agency policy and procedures.
Provide administrative support for NCPA’s Support and Shared Services Programs, including review and verification of insurance terms, confirming insurance is up-to-date, and entering into appropriate tracking tool.
Process, review and route invoices to Member(s) for approval for payment; submission of invoices to accounting for payment. Upload various documents into electronic database program SharePoint.
Communicate effectively with internal and external partners and respond to inquiries in a timely manner and provide internal and external support services-related assistance to various cross functional partners.
Compose, format, edit, and type routine correspondence, prepare Commission Staff reports and monthly Support Services report as assigned. Prepare annual report for the General Manager and Chief Executive Officer and other required reports as assigned.
May include coordination with the Southern California Public Power Authority (SCPPA) for an efficient process for Shared Services to NCPA Members who use SCPPA contracts. Inspect, read, edit, and verify documents and assess data
Accounting Clerk II:
In addition to the duties for the level I class, this level:
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 subsidiary accounts payable ledgers, fixed asset records, accounts receivable, work order and related systems and reconcile to the general ledger. Maintain 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 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.
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 the distribution of recurring reports.
MINIMUM QUALIFICATIONS
Education and/or Experience
Accounting Clerk I:
This level requires a minimum of a high school diploma supplemented with college-level training in business or a related field and a minimum of two years of experience performing similar job responsibilities. An associate of art degree from an accredited college with major coursework in accounting or a related field is preferred.
Accounting Clerk II:
This level requires a minimum of a high school diploma supplemented with college-level training in business or a related field and a minimum of four years of experience performing similar job responsibilities with minimal supervision. An associate of art degree from an accredited college with major coursework in accounting or a related field is preferred.
KNOWLEDGE AND ABILITIES
Knowledge:
Knowledge of generally accepted accounting practices and principles, including accounts payable and receivable, journal entries and ledgers, cash management practices, account reconciliation, and purchasing; Knowledge of business English and correspondence, Microsoft Office, including Word, Excel, PowerPoint, and Outlook, and possess strong organizational and time-management skills, and the knowledge of manual and computerized accounting systems and practices.
Abilities:
Ability to be detail-oriented and work with a high level of accuracy; Listen to, read, and comprehend instructions, short correspondence, and memos and ask for clarification when necessary; Ability to effectively present information in one-on-one and small group situations to clients and other employees of the organization in writing and in person and to speak clearly and persuasively; Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; Compute rate, ratio, and percent and to draw and interpret bar graphs and apply mathematical concepts to accounting transactions; and the ability to deal with problems involving several concrete variables in standardized situations.
SPECIAL REQUIREMENTS
Valid California Driver's License and insurance.
While performing the duties of this job, the employee is regularly required to sit. The employee is occasionally required to stand and walk. The employee must regularly lift and /or move up to 10 pounds.
This job has no supervisory responsibilities.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.
All employees are responsible for contributing to an inclusive, safe, and secure work environment that values diverse cultures, perspectives, and experiences and is free from discrimination.
