Accounting Clerk Assistant (part-time)

An Accounting Clerk Assistant works under the general supervision of the Financial Services Director, performing a wide variety of responsible clerical, administrative and record-keeping tasks to ensure accurate/timely receipt of utility invoices and timely payment and distribution of billing information to departments within the County. The Accounting Clerk Assistant is a responsible, nonsupervisory position. Duties include performing a variety of complex clerical, bookkeeping, and accounting tasks, applying accepted procedures to the preparation and maintenance of accounting and other records and preparing financial, statistical, and/or technical reports. Problems encountered are routine to difficult. Duties are varied from repetitive tasks to those requiring judgment in the analysis of facts and regulations to determine the proper course of action. Interpersonal contacts are within and outside the organization to obtain and provide information requiring the ability to establish and maintain effective working relationships with co-workers, related agencies, and the public. Duties are normally performed in an office setting in a seated position. The work involves minimal physical strain. The incumbent is expected to perform other job-related tasks as assigned or required.

·        Serves as the primary liaison with vendors when billing disputes/issues arise; reviews accuracy of applied payments before releasing coded utility bills for payment. Works closely with vendors to obtain credit refunds and tax exemption status as applicable.

·        Responsible for reviewing coding and copying vendor utility bills, i.e. AT&T, Verizon, Verizon Wireless, Dominion, Cox, etc. to ensure timely payment, correct payment amount (including necessary adjustments) and to assign correct General Ledger codes before payment for monthly utility bills.

·        Provides periodic reporting to department heads and assists them in researching billing and usage issues and calculating cost projections for multiple accounts. Maintains detailed records of payment history using multiple complex Excel spreadsheets.

·        Serves as record retention Coordinator for the Financial Services Department and Central Purchasing. The Accounting Clerk Assistant is the departmental expert on matters related to records retention and guides other members within the department. Responsible for staying abreast of requirements and policy changes and communicating these changes to others within the department. This position is responsible for overseeing the collection, organization, and maintenance of files according to the Library of Virginia Records Management and Imaging Services Divisions. The Accounting Clerk Assistant is also responsible for generating certificates of destruction and ensuring records are destroyed by following applicable regulations.

·        Participates in departmental meetings and training and is expected to contribute ideas for process improvement within the department.

·        Provides Accounts Payable utility costs by building for annual cost allocation plan.

·        Provides Accounts Payable information for periodic audits internally and the external auditor.

·        Performs various general and specialized clerical duties as requested by the Director, Assistant Director of Financial Services, and Accountant.

·        Establishes and maintains the departmental general and administrative filing system. Assists with maintaining Journal Vouchers, Budget Supplements, and Budget Transfer files.

·        Responsible for procuring and maintaining an inventory of required office supplies.

·        Assists with identifying and tracking Fixed Assets by updating fiscal year spreadsheets from information provided from vendor invoices.

·        Creates and maintains office procedures for documentation related to functional duties, i.e., office supply procurement, A/P coding procedures, and Records Retention in-house procedures.

·        Review weekly AP batch invoices for inaccuracies.

·        Prepares and enters monthly interdepartmental charges via journal vouchers for the Vehicle Maintenance Facility, Gasoline, Copier, and Postage.

·        Reconciles vendor monthly statements.

·        Prepares monthly invoices for Airport Hangar and Freon billings and reconciling the accounts receivable ledger to ensure payments are accounted for and posted properly.

·        Serves as back up for Accounts Payable Specialist.

·        Serves as back up for Financial Services Accountant position.

·        Regular, reliable attendance is an essential function of this position.

·        Additional responsibilities as assigned.

The Accounting Clerk Assistant should possess a comprehensive knowledge of standard office practices and procedures, office equipment and administrative techniques to include proficiency in word processing, Excel spreadsheets and database files, a thorough knowledge of business English, knowledge of the organization and functions of the assigned department including general administrative policies and procedures; the ability to establish and maintain cooperative analysis, and formulate conclusions and recommendations; the ability to plan and execute work referring new and/or unusual problems to the supervisor. The ability to work within time-sensitive deadlines.

The Accounting Clerk Assistant should possess any combination of education equivalent to graduation from high school supplemented by additional course work in bookkeeping, accounting or other business-related areas; three (3) years' experience involving complex financial transactions, OR an acceptable combination determined to be sufficient to perform the essential functions listed above.

Duties are normally performed in an office setting in a seated position; however, this job may require frequent standing, walking, bending, stooping, and the occasional light lifting of office items up to 30 pounds in weight. Frequent sustained operation of office equipment is required.