Staff Accountant in Santa Fe Springs, California at Greater Los Angeles County Vector Control District

This is a limited-term, full-time position expected to continue through 2028. The assignment may be extended or concluded earlier at the District’s discretion. A cover letter and resume are required to be considered.

DEFINITION
Under general supervision, performs a variety of accounting duties in support of accounts payable, payroll, purchasing, and other accounting and financial functions as assigned and in accordance with District policies, procedures, and schedules; maintains manual and computerized accounting and financial records; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Finance Manager. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS
This journey-level classification is responsible for independently performing professional and technical accounting duties supporting general accounting, accounts payable, payroll, purchasing, financial reporting, reconciliations, and related financial operations. Incumbents may be assigned primary responsibility for specific functions and are expected to be cross trained to provide backup support across Finance Department operations. Incumbents exercise independent judgment in applying accounting principles, reconciling financial information, resolving discrepancies, and preparing financial records and reports.
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

GENERAL ACCOUNTS PAYABLE, & PURCHASING FUNCTIONS

• Ensures invoices and purchase requisitions are accurate and properly authorized for payment; enters invoices into the District’s automated financial system; processes invoices for timely payment; matches receipts against credit card charges; ensures credit card receipts are coded correctly.
• Prepares and posts journal entries and assists with maintaining the general ledger.
• Reconciles assigned general ledger accounts and investigates discrepancies.
• Assists with month-end and year-end closing activities, including preparation of adjusting entries and supporting schedules.
• Assists in preparation of monthly, quarterly, and annual financial reports.
• Assists with budget monitoring, expenditure tracking, and preparation of budget reports.
• Reconciles the outstanding accounts payable at month end to the general ledger balance and investigates discrepancies.
• Verifies accuracy of vendor records; provides data to Finance Manager for new vendors, reconciles vendor invoices to ensure timely payment, discounts and taxation are appropriate, arithmetic is correct, accurate dues dates, and ensures invoice is not a duplicate; prepares vendor file folders and labels; prepares and files supporting vendor documents.
• Gathers credit card receipts, matches them to statements, makes sure charges are coded correctly, and all receipts are received.
• Reviews financial transactions to identify those subject to sales and use tax reporting requirements; maintains supporting documentation and provides information to the Finance Manager for preparations and filing of sales and use tax reports.
• Reviews purchasing transactions for compliance with established purchasing procedures, approved budgets, and District policies and provides guidance to purchasers in each department with system workflows.
• Tracks and records District assets; assists with maintaining the District’s asset and depreciation schedule in the financial system, reconciling the assets and accumulated depreciation at month end to the general ledger balance, and investigating discrepancies.
• Tracks District vehicle registrations and titles; matches fuel receipts for active District vehicles to fuel statements in a timely fashion.
• Processes payroll through current software system; maintains and reconciles employee payroll and other assigned accounts; compiles, reviews, and verifies data and information to prepare assigned payroll or designated accounting reports.
• Reconciles payroll deductions to vendor benefit charges and balance sheet accounts; prepares reports and supporting documentation as needed for the Board of Trustees; prepares and maintains records related to California Public Employees’ Retirement System (CalPERS) reporting, employee accrued leave buyback requests, and related payroll matters.
• Performs bank reconciliation, cash reconciliations, and other assigned accounting reconciliations; researches and resolves discrepancies.
• Assists with monitoring District cash balances and investment accounts.
• Responds to inquiries from District personnel and vendors concerning financial and accounting issues.
• Enters, maintains, and retrieves information and data using accounting, financial, payroll, and other electronic information systems related to assigned responsibilities.
• Processes Trustee stipends and reimbursements; reviews supporting documentation and ensures accurate recording and timely payment.
• Prepares monthly Board cash disbursement reports.
• Establishes and maintains a variety of filing, recordkeeping, and tracking systems; retains related records; collects files that need to be destroyed; prepares files for scanning into electronic storage.
• Performs general office support duties such as making photocopies, preparing labels, filing documents and receipts, shredding documents, mailing or distributing checks, and preparing various written materials.
• Provides supporting documentation and schedules for the annual financial statement audit.
• Interacts with co-workers at all levels in the District in a collaborative and customer service-oriented manner.
• Performs other duties as assigned.

PAYROLL & BENEFITS ACCOUNTING FUNCTIONS

• Verifies, audits, edits, and processes the District’s semi-monthly or bi-weekly payroll; reviews timekeeping discrepancies and works with appropriate departments and/or supervisors to resolve these issues; reviews employee electronic payroll timecard entries to ensure proper accounting of employee hours worked and leave hours utilized; makes overtime and compensatory time calculations where necessary; rolls over electronic time cards into payroll module for further adjustments.
• Generates, reviews, and reconciles payroll reports to ensure accuracy and completeness of payroll, earning statements, deductions, and related records; communicates identified discrepancies and required updates to Human Resources and other departments, as appropriate, prior to payroll processing.
• Communicates payroll policies and procedures to employees and answers technical questions.
• Identifies and resolves discrepancies; enters, posts, verifies, handles, and retrieves various routine-to-complex payroll or general accounting data, reports, and information; compiles, generates, and distributes required reports.
• Verifies each employee receives a payroll check or earnings statement each pay period; maintains compliant policies and procedures for processing payroll checks; provides input on payroll-related matters, policies, procedures, and best practices as needed.
• Reconciles payroll deductions to vendor benefit charges and balance sheet accounts; prepares reports and supporting documentation as needed for the Board of Trustees; prepares and maintains records related to CalPERS reporting, employee accrued leave buyback requests, and related payroll matters.
• Inputs the CalPERS reporting for payroll-related events; attends regular CalPERS training and keeps up with CalPERS rules and regulations regarding Classic and PEPRA members.
• Prepares payroll-related journal entries and reconciles payroll liability accounts.
• Assists with payroll system testing, upgrades, implementation activities, and troubleshooting.
• Assists with year-end payroll reporting, including W-2 processing and payroll tax reconciliations.
• Assists with maintaining payroll procedures and recommends process improvements for management consideration to improve efficiency and compliance.
• Initiates timeclock set-up for new employees; creates, coordinates, and maintains payroll schedules and related logs; establishes and maintains payroll records; receives, processes, and enters wage garnishments and loans; verifies employee banking records to process payments accurately; reviews, audits, and corrects payroll, retirement, and other related records, as necessary.
• Processes annual and quarterly employment taxation returns for federal and state agencies and ensures proper filings. Reconciles discrepancies in filings and payroll records.
• Processes and records payments for garnishments, state and federal employee and employer taxes, employee income tax withholdings, and other ancillary payroll-related items. Researches discrepancies with taxing agencies.
• Provides training as needed to employees and departments regarding payroll policies, procedures, and best practices.
• Assists with bank reconciliations, journal entries, or other accounting tasks.
• Enters, maintains, and retrieves information and data using accounting, financial, payroll, and other electronic information systems related to assigned responsibilities.
• Performs general office support duties such as making photocopies, preparing files and labels for new hires, filing documents and receipts, shredding documents, mailing or distributing checks, and preparing various written materials.
• Provides supporting documentation of the District’s payroll records for the annual financial audit.
• Interacts with co-workers at all levels in the District in a collaborative and customer service-oriented manner.
• Performs other duties as assigned.

CROSS-TRAINING AND DEPARTMENT SUPPORT FUNCTIONS

• Cross training in accounts payable, payroll, purchasing, general accounting, reconciliations, financial reporting and other Finance Department functions.
• Provide backup support for payroll, accounts payable, purchasing, bank reconciliations, financial reporting, and audit support activities as assigned.
• Assist with implementation, testing, maintenance, and troubleshooting of financial, payroll, and timekeeping systems.
• Maintains written procedures and documentation to support continuity of operations and succession planning.
• Supports internal controls through proper documentation, review procedures, and segregation of duties.
• Performs related accounting, financial, and administrative duties as assigned.

Knowledge of:

• Terminology and practices of financial and accounting document processing including accounts payable, purchasing, and payroll.
• Payroll functions including time and attendance tracking.
• Governmental accounting principles and practices.
• Generally Accepted Accounting Principles (GAAP).
• Governmental Accounting Standards Board (GASB) standards.
• Internal control principles and financial reporting practices.
• Budgetary accounting principles and public sector financial management practices.
• Basic principles of business letter writing and basic report preparation.
• Business arithmetic and basic financial techniques.
• Recordkeeping principles and procedures.
• CalPERS payroll procedures.
• Enterprise resource planning (ERP) systems.
• Federal and state payment systems for employee withholdings and employee and employer taxation.
• Federal and state rules of quarterly and annual payroll tax returns.
• Rules regarding 401(a) and 457(b) plans, and relating matching requirements, loans and repayments, and other processing procedures.
• Applicable federal, state, and local laws, rules, regulations, and procedures relevant to assigned areas of responsibility.
• General payroll tax requirements and employee benefits as regulated by various federal and state agencies.
• District and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Perform detailed accounting and financial office support work accurately and in a timely manner.
• Understand and comply with District financial transaction standards, policies, and procedures.
• Make accurate arithmetic and financial computations.
• Effectively enter and retrieve data from a computer.
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Process payroll transactions and distribute payroll checks if needed.
• Reconcile and accurately process vendor invoices and payments in a timely and efficient manner.
• Process and mail checks.
• Prepare cash disbursement reports.
• Maintain confidentiality.
• Provide supporting documentation for audits as requested.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

• Equivalent to a Bachelor’s Degree from an accredited college or university with major coursework in public administration, business administration, finance, accounting, or a related field.

Experience:

• Two (2) years of accounting and/or payroll experience. Public sector experience is preferred.

Licenses and Certifications:

• N/A

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Repetitive movement and finger, hand, and wrist dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

WORKING CONDITIONS
Occasional work outside normal business hours may be required to meet operational deadlines, support payroll processing, participate in audits, attend Board meetings, complete year-end activities, or support special projects.

CONDITIONS OF EMPLOYMENT
Select District appointments are contingent upon successful completion of the following:

• Satisfactory background check verifying education, experience, and references.
• Insurability clearance under the District’s insurance carrier and enrollment in the DMV Employer Pull Notice Program.
• Live Scan fingerprint examination and clearance.
• Satisfactory post-offer physical examination and drug screening performed by a medical provider and/or laboratory designated by the District.

In accordance with California Code of Regulations, Title 8, Section 5144, Appendix A, employees may be required to comply with mandatory fit testing and respiratory protection standards based on job duties.

The selected candidate must also provide documentation establishing identity and employment eligibility as required by the federal Immigration Reform and Control Act of 1986 (IRCA).

This job bulletin does not constitute a contract, expressed or implied. The District reserves the right to modify or revoke any provision in this announcement without notice.

EQUAL EMPLOYMENT OPPORTUNITY
The District is an equal opportunity employer. In accordance with applicable federal, state, and local laws, the District does not discriminate on the basis of age (40 or older), disability (physical or mental), equal pay, genetic information, harassment (including sexual harassment), national origin or ancestry, pregnancy (including childbirth and related medical conditions), race, color, religion or creed, retaliation, sex, gender, gender identity or expression, sexual orientation, or veteran or military status. All employment decisions are made based on job-related qualifications and merit.

PAID SICK LEAVE COMPLIANCE
The District complies with the Healthy Workplaces, Healthy Families Act of 2014 (AB 1522), California’s paid sick leave law, which entitles eligible employees to accrue, use, and carry over paid sick leave as required by law. Additional provisions may apply based on District policy or collective bargaining agreements.

RECRUITMENT AND SELECTION PROCESS
To be considered for this position, applicants must submit a completed District employment application and any required supplemental materials before the posting closes. The District reserves the right to close the posting at any time. Late or incomplete applications will not be accepted.

Applications will be reviewed for relevant education, experience, and qualifications. The most qualified candidates will be invited to participate in an interview and/or examination process. Final selection is contingent upon successful completion of all pre-employment requirements. For questions about this position or the application process, please contact Human Resources at TeamHR@glacvcd.org or (562) 944-9656.