Accounting Technician 1 - 05192022 - 31761
Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to two years of full-time clerical accounting or auditing work.
Substitution of Experience for Education: Qualifying full-time clerical accounting or auditing experience may be substituted for the required education on a year-for-year basis.
Substitution of Education for Experience: Accounting coursework from an accredited college or technical institute may substitute for the required experience under one of the following conditions: 4.5 quarter hours in accounting or bookkeeping is equivalent to a one-year substitution, 9 quarter hours in accounting or bookkeeping is equivalent to a two-year substitution; 12 quarter hours in accounting or bookkeeping is equivalent to a two and a half year substitution; 15 quarter hours in accounting and bookkeeping is equivalent to a three-year substitution.
Necessary Special Qualifications: None.
Examination Method: Education and Experience,100%, for Preferred Service positions.
Summary: Under general supervision, employees in the class work in the preparation and maintenance of sub-professional accounting records, financial statements, and/or reports of moderate to considerable complexity.
Distinguishing Features: This class differs from that of Account Clerk in that an incumbent of the latter performs bookkeeping and clerical tasks of a more routine nature. This class differs from that of Accounting Technician 2 in that an incumbent of the latter is responsible for supervising and participating in the preparation and maintenance of accounting records, reports, and financial statements of greater volume, difficulty, and/or complexity.
Resolving Conflicts and Negotiating with Others:
- Manages complaints from internal and external customers effectively by providing clear and accurate information and possible courses of action to resolve the issue(s).
- Resolves pay issues by producing payroll supplementals as required.
Training and Teaching Others:
- Provides training to new employees in an equivalent role as needed.
- Provides training to co-workers in the operation of accounting based databases, policies, and procedures.
- Processes paycheck modifications including, but not limited to, garnishments, overpayments, and salary adjustments.
- Processes accounting transactions in electronic databases between two or more state agencies.
- Generates requisitions, purchase orders, receipts, and vouchers originating in assigned work unit as necessary.
- Calculates overall invoice totals, account adjustments, and purchases/account deductions to generate reports, spreadsheets, and adjustment forms.
- Applies cash and checks received to appropriate accounts.
- Calculates and disburses funds from trust fund accounts as required.
- Categorizes expenses using appropriate expense codes to ensure proper allocation.
- Resolves employee time sheet exceptions as necessary.
- Codes adjustment sheets based on information received to adjust accounts.
- Codes requisitions using appropriate product/category codes to assign the goods/services to the correct account.
Evaluating Information to Determine Compliance with Standards:
- Audits travel expenses, requisitions, accounts receivable, and accounts payable vouchers.
- Reviews payable time detail report and preliminary payroll register to ensure correct payroll processing and correct payouts to employees.
- Audits state credit card purchases.
- Audits documentation attached to account requests to ensure completeness and accuracy.
- Verifies all fields on submitted invoices/adjustments to match information in electronic databases.
- Audits commissary counts against electronic inventory data to ensure accuracy.
- Verifies receiving report against billing invoices to ensure accuracy.
- Verifies electronic data entries with outside vendors to ensure accuracy.
Analyzing Data or Information:
- Researches outstanding checks, overpayments, and underpayments and performs cancel and/or re-issue as necessary.
- Researches checks stubs, email chains, letters, and other documentation related to refund requests to determine refund amounts and to whom refunds should be sent.
- Analyzes submitted documentation to ensure a valid justification for account adjustment requests.
- Researches documentation received with cash and checks to determine appropriate account(s) for deposit.
- Analyzes exception reports to determine what course of action is necessary to resolve the issue.
- Researches employee benefits issues to determine sources of error and appropriate responses.
Interacting With Computers:
- Enters data into electronic databases to ensure accurate processing and record keeping.
- Sets up spreadsheets by writing formulas and functions to facilitate the processing of accounting information.
- Uses electronic office productivity software (Word, Excel) to perform daily tasks.
- Schedules automated queries in electronic databases as required.
- Pulls relevant information from electronic databases using wizards and forms as required.
- Enters time and leave requests in electronic databases as required.
- Allocates expenses internally to appropriate accounting string to ensure funding occurs appropriately.
- Processes cash and checks received and reconciles them against internal and external account records.
- Maintains records for funds, including but not limited to trust funds, inmate funds, and interdepartmental fund transfers as necessary.
- Maintains account entries in electronic database to ensure accurate record keeping.
- Maintains electronic spreadsheet logs of contract information and office equipment.
- Scans and upload accounting documents into electronic databases.
Making Decisions and Solving Problems:
- Approves or denies travel requests, expenses, and vouchers.
- Reviews and approves cashiering database entries.
Interpreting the Meaning of Information for Others:
- Fields calls from external and internal customers to explain account status information, internal policies and procedures, and other information as required.
- Explains and interprets employee benefits programs and policies to fellow employees.
Establishing and Maintaining Interpersonal Relationships:
- Communicates with internal and external customers in a friendly and courteous manner to promote healthy relationships and provide exceptional customer service.
- Establishes relevant vendor contacts to provide a go-to resource for problem solving and daily interactions.
Monitoring Processes, Materials, or Surroundings:
- Monitors trust funds for individuals in state custody to track balance amount and to ensure accuracy.
- Monitors internal and external vendor contracts in electronic databases to ensure accurate processing and record keeping.
- Monitors employee time sheet entries to identify exceptions.
- Verifies vendor address information when paying bills.
- Monitors the status of invoices to ensure proper processing.
- Monitors tracking system and daily reports to ensure that payments are processed.
Communicating with Supervisors, Peers, or Subordinates:
- Communicates issues identified with documentation and records to the appropriate internal business partner(s) and supervisor.
- Communicates with supervisor to identify proper courses of action to resolve problems as they arise.
- Communicates with co-workers to assist with problem solving and resolution.
- Submits weekly processing log to supervisors to monitor workload.
Communicating with Persons Outside Organization:
- Communicates with external customers verbally and in written form to request/provide additional information as needed.
- Conducts verifications of employment in writing and over the phone for outside requestors.
- References electronic databases and paper files for invoice information, accounts payable/receivable, adjustment information, and fund information to assist with daily activities and respond to inquiries.
- Contacts internal and external customers to resolve identified issues.
Performing General Physical Activities:
- Travels to internal and external sites on foot to deliver mail, make bank deposits, and pick up relevant departmental packages.
- Climbs ladders to perform inventory counts as required.
- Archives physical documentation to ensure accurate record keeping.
Updating and Using Relevant Knowledge:
- Maintains department specific in-service training levels to maintain required certifications.
- Attends accounts payable training courses as required.
Organizing, Planning, and Prioritizing Work:
- Prioritizes daily task list as needed to ensure timely responses.
- Organizes paper files including but not limited to invoices, adjustment forms, and court orders to meet record keeping requirements.
Operating Vehicles, Mechanized Devices, or Equipment:
- Operates basic office equipment including but not limited to copiers, scanners, faxes, and calculators.
- Utilizes state owned vehicles to facilitate daily pick up and drop off of accounting documents and bank deposits as necessary.
Handling and Moving Objects:
- Carries and handles paper documentation as required and requested.
Performing Administrative Activities:
- Runs routine and ad-hoc queries and reports.
- Maintains paper files and other filing.
- Routes mail to appropriate receiver based on content analysis.
- Opens and processes mail.