Job description TITLE: Accounting Services Specialist I
DATE: August 2021
EEO CATEGORY: Office and Clerical
GRADE: 2
FLSA: Non-exempt
BRIEF DESCRIPTION:
The purpose of this position is to administer and maintain procedures relating to Accounts Payable, as well as provide general support to Accounting Operations. This is accomplished by assisting in the processing of accounts payable, maintaining journal entries and wire transfers and providing filing, scanning, indexing and mailing services.
ESSENTIAL FUNCTIONS:
Note: This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Additionally, please be aware of the legend below when referring to the physical demands of each essential function.
(S)
Sedentary
(L)
Light
(M)
Medium
(H)
Heavy
(V)
Very Heavy
Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.
Exerting up to 20 lbs. occasionally; 10 lbs. frequently; or negligible amounts constantly; OR requires walking or standing
to a significant degree.
Exerting 20-50 lbs.
occasionally; 10-25 lbs. frequently; or up to 10 lbs. constantly.
Exerting 50-100 lbs.
occasionally; 10-25 lbs. frequently; or up to 10-20 lbs. constantly.
Exerting over 100 lbs. occasionally; 50-100 lbs. frequently; or up to 20-50 lbs. constantly.
#
Code
Essential Functions
1
S
Processes accounts payable transactions related to pcard activity by verifying account numbers and reviewing requests for appropriate signatures. Ensuring correct supporting documentation is included with each invoice, including purchase requests, PAM's, PO's, and receiving documents. Entering vouchers for vendor payments and employee travel reimbursements into the
financial accounting system.
2
S
Assist in the billing of customers by mailing invoices, and maintaining appropriate backup documentation. Distributes Accounts Receivable Aging reports monthly. Assists departments in the collection process.
3
S
Scans, assigns meta data, and files back up documentation relating to Accounting Transactions (i.e. Accounts Payable, Accounts Receivable, etc).
Helps to maintain accounting information on SharePoint.
4
S
Mails out accounts payable checks by matching non-negotiable checks with back-up; mailing checks to vendors and distributing employee reimbursement checks.
5
S
Process monthly journal entries and wire transfers by entering into the financial accounting system by appropriate deadlines.
6
L
Provides filing and mailing services as well as serving as backup for other Accounting Operations staff.
JOB REQUIREMENTS:
-Description of Minimum Job Requirements-
Formal Education/ Knowledge
Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency.
Junior college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or
training.
Experience
Under and including one year.
Certification and Other
Requirements
Valid state issued driver's license.
Reading
Intermediate - Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However,
it may be obtained from experience and self-study.
Math
Intermediate - Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from
experience and self-study.
Writing
Intermediate - Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such
education is obtained in high school up to college. However, it may be obtained from experience and self-study.
Managerial
Receives Direction: Work adheres to specific procedures, but employee determines priorities and organizes work. The employee normally performs the assignment after receiving general instructions as to methods, procedures and desired end results. There is some opportunity for discretion when making
decisions among a few easily identifiable choices. The assignment is usually reviewed upon completion for approval.
Budget/Financial
Responsibility
Does not have any budget responsibility.
Organizational Control
Job has no responsibility for the direction or supervision of
others.
Complexity
Work involves choices of action within limits set by standard practices and procedures. Professional judgment is required to apply the proper course of action.
Interpersonal/
Human Relations Skills
Work requires minimum or limited contact with individuals. The purpose of contact is to exchange and/or receive basic
information.
Technical Skills
Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision- making abilities appropriate to the work environment of the
gency. Work product primarily affects unit processes.
OVERALL PHYSICAL STRENGTH DEMANDS:
-Physical strength for this position is indicated below with "X"-
Sedentary
X
Light
Medium
Heavy
Very Heavy
Exerting up to 10 lbs.
Exerting up to 20 lbs.
Exerting 20-50 lbs.
Exerting 50-100 lbs.
Exerting over 100 lbs.
occasionally or negligible
occasionally, 10 lbs.
occasionally, 10-25 lbs.
occasionally, 10-25 lbs.
occasionally, 50-100 lbs.
weights frequently;
frequently, or negligible
frequently, or up to 10
frequently, or up to 10-20
frequently, or up to 20-50
sitting most of the time.
amounts constantly OR
lbs. constantly.
lbs. constantly.
lbs. constantly.
requires walking or standing
to a significant degree.
PHYSICAL DEMANDS:
C
Continuously
2/3 or more of the time.
F
Frequently
From 1/3 to 2/3 of the time.
O
Occasionally
Up to 1/3 of the time.
R
Rarely
Less than 1 hour per week.
N
Never
Never occurs.
Note: This is intended as a description of the way the job is currently performed. It does not address the potential for accommodation.
-Physical Demand-
-Frequency-
-Brief Description-
Standing
F
Filing, Copying, Faxing
Sitting
C
Desk work
Walking
O
To office equipment
Lifting
R
Moving files to warehouse
Carrying
F
Mail
Pushing/Pulling
N
Reaching
F
When filing
Handling
C
Papers, Files
Fine Dexterity
C
Computer work, Data entry
Kneeling
R
Retrieving items from lower shelves
Crouching
R
Retrieving items from lower shelves
Crawling
N
Bending
F
Retrieving items from lower shelves
Twisting
F
Filing
Climbing
F
Filing, Stairs
Balancing
R
Filing
Vision
C
Computer work
Hearing
C
Communicating with co-workers and on telephone
Talking
C
Communicating with co-workers and on telephone
Foot Controls
N
Other (specified if applicable)
MACHINES, TOOLS, EQUIPMENT, SOFTWARE, AND HARDWARE:
10 key machine, copier, fax machine, telephone, laser printer, folding machine, computer equipment and software
-Primary Work Location-
Office Environment
X
Other
N/A
PROTECTIVE EQUIPMENT REQUIRED:
N/A
NON-PHYSICAL DEMANDS:
C
Continuously
2/3 or more of the time
F
Frequently
From 1/3 to 2/3 of the time
O
Occasionally
Up to 1/3 of the time
R
Rarely
Less than 1 hour per week
N
Never
Never occurs
-Description of Non-Physical Demands-
-Frequency-
Time Pressure
C
Emergency Situation
R
Frequent Change of Tasks
F
Irregular Work Schedule/Overtime
R
Performing Multiple Tasks Simultaneously
O
Working Closely with Others as Part of a Team
F
Tedious or Exacting Work
C
Noisy/Distracting Environment
O
Other (see 2 below)
SIGNATURE - REVIEW AND COMMENTS:
I have reviewed this description and find it to be an accurate representation of the demands of the position.
Printed Name of Employee
Signature of Employee
Date
Comments:
The above statements are intended to describe the general nature and level of work being performed by
individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. This description is subject to modification as the needs and requirements of the position change.
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