Accounting Clerk II

GENERAL DEFINITION

Under general supervision, performs a variety of routine to complex administrative account support duties in the preparation, maintenance, and processing of accounting records and transactions; processes the District’s payroll including insurance, retirement, and leave accrual adjustments; maintains detailed and accurate employee and financial records; performs a variety of financial processing and report preparation activities; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Finance Director.

CLASS CHARACTERISTICS

This is the journey-level classification in the Accounting Clerk series, responsible for independently performing clerical duties in support of finance accounting, and payroll, functions. Positions at this level exercise judgement and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. 

EXAMPLES OF TYPICAL DUTIES & RESPONSIBILITIES

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the typical functions of the job.

• Verifies, posts, and records a variety of financial transactions within deadlines; prepares and maintains database/record, and a variety of periodic and special financial, accounting and payroll reports; generates reports and reconciles them to appropriate accounts.
• Performs payroll processing functions; processes and audits payroll batching reports, error reports, payroll registers, tax deposits, tax tables, periodic tax returns, W-2 Forms, and related reports within deadlines. Processes Personnel Action Request and prepares annual paid-time-off accrual cashouts, pay rate schedules and payroll schedules within prescribed timelines.
• Maintains records of employee payroll deductions, retirement (including CalPERS), and other factors related to payroll; prepares reports and payments for various tax, financial, and benefits within deadlines.
• Prepares and submits payroll vouchers for payment, including garnishments, retirement contributions (including CalPERS), union dues, deferred compensation, and benefits. Verifies and enters retroactive payroll adjustments for additional pay, or other compensation.
• Answers questions from employees and supervisors related to payroll, leave balances, deductions, and other payroll-related matters. Researches and resolves discrepancies in a timely manner.
• Performs accounts payable functions when needed: processes vendors bills and deposits refunds by verifying transaction information; gathers and sorts related documents and information; obtains proper authorization for payments and refunds.
• Resolves account discrepancies by collecting and analyzing information, reconciles statements and account transactions.
• Performs accounts receivable functions when needed: collects and records revenue by verifying transaction information and inputting data in accounting systems; reconciles cash balances; prepares and mails accounts receivable invoices.
• Participates in the compilation and preparation of the annual budget, provides personnel cost projections; monitors expenditures to ensure compliance with adopted budget; assists with budget publication.
• Assists with the coordination of the district’s annual audit; assists with the year-end closing process.
• Assists Director of Finance with special projects as assigned.
• Observes and complies with all District and mandated safety rules, regulations, and protocols.
• Performs related duties as assigned.

HUMAN COLLABORATION & JOB IMPACT

This area describes personal interaction with others outside direct reporting relationships as well as the impact the job has on GVRD, the department or unit objectives, the output of services, or employee or public satisfaction.

• Work may require providing advice to others outside direct reporting relationships on specific problems or general policies as it relates to the employee’s job duties. Contacts may require the consideration of different points of view to reach agreement. Good communication skills are necessary to explain finance policies and procedures. The impact the job has on GVRD is limited in terms of time, money, or public/employee relations.

FISCAL RESPONSIBILITY

This section describes accountability and participation if any, as it relates to the fiscal accountability within department or assigned area(s) of responsibility.

• Position has moderate fiscal responsibility. Assists in the responsibility for the payroll, billing, receivables, and/or accounting of funds. Assists in the responsibility for the handling and balancing of cash.