Nueces County
Accounts Payable Accounting Assistant (Non-Certified) - County Auditor's Office - J04060 - 12500
🇺🇸United States2 months ago
From $40,120EntryFull Time
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SUMMARY: Approves and processes county claims for payment in compliance with specific internal controls, budget and statutory requirements. Extensively uses computer programs and judgement to meet deadlines.
ORGANIZATIONAL RELATIONSHIPS:
Reports to: First Assistant/Accounts Payable Manager
Other: Works closely with county and department employees, vendors and attorneys.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Responsible for approving invoices for payment by:
Certifying that funds are available in the budget using the computer encumbrance program.
Determining that the claims are legal and in compliance with regulations, procedures and policies, i.e. Prompt Payment Act, County Purchasing Policy, Travel Policy, Telecommunications Policy.
Verifying that the claims are properly authorized by the department head or appointed designee, the county judge and the purchasing agent.
Proving that the computations are accurate.
Confirming that the claims are charged to the proper appropriation accounts and subsidiary accounts.
Processes the payment of claims by:
Verifying vendor numbers on each invoice.
Batching and manually totaling invoices; key punching each invoice; then proofing the data input ensuring the computer's batch total agrees with the manual totals.
Performs several computer commands to post the batched invoices to the general ledger ensuring the correct distribution date is used and no error messages are left unresolved.
Logging checks, using correct check stock and maintaining the numeric sequence of serial numbers, entering the proper check date and leaving no error messages unresolved.
Preparing the checks for delivery to the county treasury and attaching special delivery instructions, remittance notices, or other notices.
Determines the necessity for and initiates the voiding of checks for submission to supervisor. Provides copies of all invoices pertaining to fixed assets to Special Projects Accountant.
Analyze vendor statement balances and takes appropriate action to keep the balances current.
Responsible for maintaining the orderly filing of computer printouts ensuring their completeness for review by the independent auditors.
Acts as an important resource to other departments in the preparation of their budget requests and provides assistance on matters involving the payment processes.
Responsible for proper records management of the vendor files ensuring the prompt retrieval of invoices from current files, prior year files, and long-term storage files.
Conducts purchase orders traces, makes interdepartmental inquiries, communicates extensively with vendors and takes other courses of action to protect the county's credit and facilitate continued services.
Performs special research projects and reports as requested by the First Assistant/Accounts Payable Manager or County Auditor. Responsible for informing the Accounts Payable Manager and County Auditor of suspicious transactions, exceptions, and other matters of note related to no fund's available decisions and the examination of county invoices.
Participates in divisional staff meetings.
Performs such other duties as may be assigned.
Specific to particular assistant:
Maintains the utilities account log ensuring consistency year to year.
Maintains the spreadsheet data base on cellular telephone accounts. Prepares annual report on usage and distributes to the county judge, county commissioners, and purchasing agent upon approval of the county auditor.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County’s insurance carrier.
EDUCATION and/or EXPERIENCE: Graduation from high school, including or supplemented by bookkeeping or accounting courses; plus, two years of clerical and/or secretarial experience, at least one year of which involved bookkeeping or accounting; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages.
REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
OTHER SKILLS AND ABILITIES: Good knowledge of generally accepted accounting principles relating to single or double entry accounting systems and financial reports; ability to work quickly and accurately with numbers to maintain neat, well-organized records; and to operate 10-key calculator by touch; ability to communicate effectively, both orally and in writing; ability to exercise independent judgment regarding release of confidential information; ability to operate a computer using standard word processing, data inquiry and spreadsheet programs; and ability to establish and maintain effective working relationships with other county employees and officials and the general public.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. Job requires a significant amount of inputting data into the computer as well as proofing the data entry.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
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Job Post End Date -
