Accounting Services Specialist I

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

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.

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.

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.

Mails out accounts payable checks by matching non-negotiable checks with back-up; mailing checks to vendors and distributing employee reimbursement checks.

Process monthly journal entries and wire transfers by entering into the financial accounting system by appropriate deadlines.

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 :

Sedentary

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.

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 : Continuously

2 / 3 or more of the time.

Frequently

From 1 / 3 to 2 / 3 of the time.

Occasionally

Up to 1 / 3 of the time.

Rarely

Less than 1 hour per week.

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.

Standing

Filing, Copying, Faxing

Sitting

Desk work

Walking

To office equipment

Lifting

Moving files to warehouse

Carrying

Mail

Pushing / Pulling

Reaching

When filing

Handling

Papers, Files

Fine Dexterity

Computer work, Data entry

Kneeling

Retrieving items from lower shelves

Crouching

Retrieving items from lower shelves

Crawling

Bending

Retrieving items from lower shelves

Twisting

Filing

Climbing

Filing, Stairs

Balancing

Filing

Vision

Computer work

Hearing

Communicating with co-workers and on telephone

Talking

Communicating with co-workers and on telephone

Foot Controls

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

Office Environment

Other

N / A

PROTECTIVE EQUIPMENT REQUIRED :

N / A

NON-PHYSICAL DEMANDS :

Continuously

2 / 3 or more of the time

Frequently

From 1 / 3 to 2 / 3 of the time

Occasionally

Up to 1 / 3 of the time

Rarely

Less than 1 hour per week

Never

Never occurs

Time Pressure

Emergency Situation

Frequent Change of Tasks

Irregular Work Schedule / Overtime

Performing Multiple Tasks Simultaneously

Working Closely with Others as Part of a Team

Tedious or Exacting Work

Noisy / Distracting Environment

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.