|Location|| ||630 FLORENCE AVE|
Owatonna, MN 55060
|Base Pay|| ||$18.38-$22.07 / Hour|
|Employee Type|| ||Part-Time Non-Exempt|
|Minimum Experience|| ||3 Years|
|Required Degree|| ||High School|
|Name|| ||Steele County Human Resources|
Job Title: Accounting Support Specialist
Immediate Supervisor: County Engineer
FLSA Status: Non-Exempt
Union: AFSCME Courthouse
Accounting Support Specialist represents a broad grouping of positions engaged in the maintenance and preparation of accounting records, receipting of payments, and processing transactions in assigned areas. Accounting Support Technician represents the first and entry level in a four level occupational accounting series. Positions assigned to this classification require some on-the-job training and some prior work experience in performing general bookkeeping and accounting operational procedures. The positions assigned to this classification differ from Accounting Technician in that, while engaged in accounting and bookkeeping responsibilities, positions at this level do not necessarily require specialized education and training in accounting in order to perform job assignments.
Essential Duties and Responsibilities
- Assists in the preparation and processing of payroll
- Receives and inputs payroll data after it has been reviewed and verified. Uploads payroll master files, processes payroll, generates established payroll reports and backs up payroll system.
- Transmits payroll check files and direct deposit files.
- Assists in the generation of special payrolls, as needed.
- Performs account receivable responsibilities that may include such tasks as:
- Processes and enters receipts into audit register from customers and other county departments. Balances cash daily with Auditor’s records. Collects and processes property and mobile home taxes received from customers and escrow companies. Enters all taxes, penalties, checks and cash associated with the payment of taxes in the audit register. Reconciles and balances cash daily with Auditor’s records.
- Generates scale tickets for haulers and/or self-haulers; enters all scale tickets into accounting software including weight, dollar amounts and transaction numbers. Bills and sends out invoices/statements to haulers. Receives cash, checks or accepts debit cards for cash transactions; codes and enters transactions into accounting software.
- Prepares daily deposits and balances cash. Codes deposits to proper accounts for Auditor/Treasurer.
- Implements and conducts duties and tasks in the areas of accounts payable to include such examples as:
- Receives and codes department bills to proper accounts. Attaches invoices and statements; obtain approval signatures and submits bills for final approval and payment by the Board.
- Receives, prepares and enters all county bills for all departments in the accounting system. Verifies vendor information, assures amounts and coding is correct, and runs reports for approval.
- Runs audit lists and spreadsheets for employee credit cards, postage and telephone payments for monthly Board meetings.
- Maintains filing systems for all bills and warrants.
- Maintains, updates and sends out all 1099’s.
- Performs general office, customer service and/or clerical duties within the department such as:
- Addresses customer questions over the phone or in person regarding pricing, general policies, procedures or inquires concerning department functions and operations.
- Maintains office records, files and records retention schedules.
- Assists in sorting and distributing incoming and outgoing mail.
- Provides backup support and assistance at information desk.
- Trains, learns and/or receives cross training in various departmental functions and activities.
- Learns and assists the public in voter registration, absentee ballots, voting procedures and entering information into the State Election System. Assists in testing and storing of election equipment.
- Assists in reviewing legal documents and updating real estate tax system with ownership changes, legal descriptions, and parcel numbers. Forwards Certificates of Real Estate Values to the State of MN.
- Processes mortgages and deeds. Calculates and collects any mortgage or deed tax due. Follows appropriate and established protocols for the handling and processing of various other deeds (i.e. contract for deeds, Affidavits of Survivorship, foreclosures, etc.).
- Assists other accounting personnel in gathering year-end information needed for the preparation of audit schedules.
- Enters journal entries, runs reports of journal entries, and posts journal entries. Enters and posts all voided checks.
- Performs other duties of a comparable level or type, as required.
- High School Diploma or GED
- 2 years college or a combination of education and direct experience
- 3 years directly related to bookkeeping, office support and/or customer service experience
- Valid Driver’s License
- Additional certifications and trainings may be required after hire
- Basic understanding of accounting and bookkeeping functions, procedures, and operations as it pertains to accounts receivables, accounts payable, payroll, and general ledger maintenance.
- Fundamentals of general office and general administrative procedures and operational requirements.
- Office equipment and typical productivity software, databases or customized systems/applications used within the county/department for accounting processing.
- Knowledge of basic record retention, record/file/database maintenance requirements.
- Basic understanding of data privacy requirements, provisions as it impacts the processing of accounting and financial records.
- Oral and written communication skills.
- Establishing and maintaining effective working relationships with employees, supervisors, and other county employees.
- Customer service and human relation skills in assisting, dealing with and applying proper phone etiquette and informational assistance in dealing with employees, agencies, the public and department staff concerning addressing accounts payable, account questions, department/county protocols.
- Learning and implementing accounting and bookkeeping activities associated with accounts receivable and payables relevant to department and assigned duties.
- Maintaining and updating accounting records and files.
- Entering payables and receivables into the accounting system.
- Following up on and resolving questions or discrepancies pertaining to payables.
- Learning, reviewing and applying expenditure and object codes to purchase orders.
- Performing general office and clerical functions required within the office of assignment.
- Basic math skills needed to add, subtract, multiple and divide units of measure using whole numbers, fractions and/or decimals.
- Using and operating computers and applying office productivity software such as word processing, spreadsheet, database or customized software utilized by the department.
- Performing work assignments requiring attention to detail, precision and accuracy and in accordance within set time frames.
- Performing work assignments requiring attention to detail, precision and accuracy and in accordance with set deadlines.
- Learning, applying and performing various department functions such as learning landfill requirements and what materials can or cannot be accepted
Physical Job Requirements (Percentage of Time)
Category: Light Work
- Stand: occasionally (1-33%)
- Walk: occasionally (1-33%)
- Sit: continuously (67-100%)
- Use of hands: frequently (34 – 66%)
- Reach with hands & arms: occasionally (1-33%)
- Climb or balance: never
- Stoop, kneel, crouch or crawl: occasionally (1-33%)
- Talk or hear: continuously (67-100%)
- Taste or smell: never
- Lift & carry: up to 10 pounds continuously (67-100%); up to 25 pounds occasionally (1-33%)
Duties of the job are primarily administrative in nature performed in a typical County office. The physical and environmental hazards and risks associated with the job can be characterized as minimal for the classification. Occasional load checks will be outdoors in all types of weather.
This description is intended to describe the kinds of tasks and levels of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Classification History: Prepared 3/2014 by BCC.