ACCOUNTING SPECIALIST
#1410
General Characteristics:
An Accounting Specialist is responsible, according to clear procedures, for accurate and timely performance of a variety of bookkeeping tasks such as accounts payable, accounts receivable and payroll; reviews records and reconciles cash counts/credits with receipts for an operation; refers discrepancies to supervisor, outside agency or department for action; codes and enters transactions into automated accounting systems and/or manual ledger; makes daily bank deposits and buys change; maintains files of invoices, checks, vouchers and travel expenses; may perform office support tasks; may provide ongoing computer technology support; does related work as required. The Accounting Specialist is distinguished from the Financial Specialist by the existence of clear guidelines and procedures for the work and the lack of responsibility for leading the work of assigned bargaining unit and/or hourly employees. work requires knowledge of bookkeeping principles and procedures, mathematical skills, good organizational skills, attention to detail and accuracy in data entry, tracking and reconciling financial records. Work requires good communication skills to give and receive information and coordinate with students, staff, vendors and the general public, operating computers, ten-key calculators and other office equipment requires manual dexterity and good visual acuity.
Examples of Work:
Performs data entry of accounts receivable, accounts payable, financial aid, payroll and purchase order information into automated accounting system and/or manual ledger; codes expenses or credits to proper account numbers; ensures the accurate disbursement of information on scholarships, agency sponsors and expenditure reports; inputs third party billing authorizations into mainframe and updates codes; completes paperwork for changes or credits to student accounts as appropriate; inputs scholarship codes into database; deposits scholarship. funds into student trust accounts; prepares and disburses student financial aid according to established procedures; disburses travel advances and reimbursements, departmental petty cash replenishment, financial aid emergency loans and other reimbursements; explains college financial policies and procedures. Prepares and monitors payroll records to be entered into the computer to generate monthly pay; maintains confidential payroll disbursement lists, reports and records; coordinates the disbursement of payroll and student financial aid checks; verifies and prepares specialized hourly payroll and monthly leave records for staff according to program rules and College policies; records employee or client gross/net wages; prepares reports of wages for IRS and/or Social Security.
Knowledge, Skills and Abilities:
Knowledge of specific department, State, federal and College fiscal policies and procedures; knowledge of general bookkeeping and standard office principles and procedures; knowledge of and skill in the operation of word processing, spreadsheet and database software and automated accounting/financial systems; knowledge of and skill in the use of microcomputer, copier, typewriter, cash register, ten-key calculator by touch, microfiche reader/printer and other standard office equipment; skill in accurate counting of cash and credit receipts; skill in calculating and keeping special logs of charges and discounts; skill in maintaining journal of receipt or accounts payable information; skill in accurate and efficient data entry; ability to perform arithmetic computations; ability to make independent decisions within established guidelines; ability, to prioritize and organize the work flow; ability to maintain confidentiality; ability to read and interpret accounts accurately; ability to perform work with a high level of accuracy and attention to detail; ability to use tact and good judgment when dealing with students, staff and the general public; ability to communicate effectively orally; ability to work under pressure and meet deadlines with constant interruptions; ability to maintain files of financial information; ability to drive a car as required by the position; ability to work safely.
Supervision:
Reports to and works under the general supervision of a department chair or other supervisor. An Administrative Specialist may lead the work on a day-to-day basis. Work is performed independently, following clear established department, outside agency and/or College fiscal procedures and guidelines.
This position may have responsibility for the daily assignment of work establishing work priorities, monitoring of duties and training of student assistants. This position explains policies and procedures and/or checks for compliance with established fiscal policies, regulations and procedures.
Minimum Qualifications:
High school graduation or equivalent is required. One year of experience in related bookkeeping, office support or retail sales, which included substantial responsibility for reconciling or tracking funds is required. A current Oregon Approved Food Handlers card and/or a current Oregon driver's license is required for some positions. Some positions in this class require that the employee be bondable.
Equivalent combination of training and experience will be considered qualifying.
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