Job Description:
JOB SUMMARY
Performs a variety of fiscal and administrative support functions that may include purchasing, accounts payable and receivable, payroll, budget management, and other fiscal areas.
MINIMUM QUALIFICATIONS
Three (3) years of related experience in purchasing, accounts payable and receivable, payroll, and other related fiscal duties; OR an equivalent combination of related education and experience.
Due to the nature of this position, the successful applicant must pass a required background check through fingerprinting and enrollment in the continuous RAP Back (Record of Arrest and Prosecution Back) program in accordance with current County Human Resources policy requirements.
ESSENTIAL FUNCTIONS
- Performs purchasing functions that involve processing purchase requests, verifying invoices, processing payments to vendors, maintaining documentation, and assisting other staff with purchasing activities.
- Closes monthly expenditures, reviews petty cash accounts, and conducts annual controlled asset audits.
- Coordinates purchasing details with vendors and monitors contracts and payments for compliance. Authorizes payments.
- Assists with preparing and processing payroll; answers payroll questions and provides training, instruction, and assistance to staff in payroll procedures and check distribution. Assists with benefits enrollment. May act as a hiring manager.
- Assists the Fiscal Manager and administrative staff in preparing Division budgets and fiscal program development plans.
- Maintains fiscal and payroll records and performs backup accounting functions.
- Performs Division-wide purchase card reconciliations and postings. Completes necessary Journal Voucher adjustments. Reviews for compliance with established policies and procedures.
- Reviews and submits bid paperwork and tracks purchases through to completion and payment.
- Process all purchase requisitions, obtain small-cost purchase order numbers, process bid information, and forward invoices to the Auditor’s office for payment.
- Maintains special accounts, such as subscriptions and publications, merchandise receipts, pricing, travel, and education, ensuring proper documentation, authorization, and adherence to the fee structure.
Library Services
- Provides training for cash handling procedures, makes recommendations, and helps conduct internal audits on cash handling procedures.
- Supervises temporary employees as needed.
- Oversees the Cost of Goods Sold system. Manages COGS and inventory control. Prepares journal vouchers to reclass revenue related to COGS. Manages the auditing branch of COGS. Assist with fixed and controlled assets/inventory.
KNOWLEDGE, SKILLS, AND ABILITIES (KSA)
Knowledge of:
- County fiscal, purchasing, and budget procedures
- County payroll processes, policies, and procedures
- General accounting principles and procedures
- Business math
- Research and data collection techniques
- Contract administration
- Budget preparation and administration
- Computer spreadsheet and word processing software
Skills and Abilities to:
- Perform mathematical and accounting computations
- Communicate effectively both verbally and in writing
- Interpret and follow complex written and oral procedures and instructions
- Develop and present clear and precise reports
- Use and manipulate spreadsheet and database programs
- Develop and maintain detailed financial systems
- Plan, organize, and prioritize work assignments to meet deadlines
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS
Work duties are typically performed in a general office setting.