Accounting Specialist - Business Services at Marion County – Salem, Oregon

ACCOUNTING:

P-Card

• Audit department’s monthly p-card transactions & ensure all required back-up documentation and approvals are in compliance.

Accounts Payable

• Prepare all incoming accounts payable invoices for payment.
• Accurately code invoices with costing strings using authorized budget information and approved purchase orders.
• Process Accounts Payable invoices for payment following county policies and procedures.
• Research invoices and resolve problems.
• Compile data from accounts payable system as needed.
• Research billing discrepancies.
• Assists departments & Business Services’ divisions with AP analysis inquiries & reports using the county’s automated financial information system.
• Create M&S purchase orders from approved requests following County and department policies and procedures. Scan documents and prepare blanket releases in preparation for invoice payments.
• Create, maintain, and distribute the weekly PO report.

Custodian of Petty Cash

• Review all petty cash reimbursement requests and ensure all costing is included and proper authorization has been given.
• Complete monthly audits.
• Request reimbursement from Finance to replenish money spent from petty cash.

Deposits

• Prepare deposits by deciphering costing string to be applied following the Treasurer’s standard process using approved templates.
• Prepare bank deposit slips.

Journal Entries

• Prepare and create JE requests & submit to Finance for processing.
• Review monthly JEs from other departments on all affected Business Services costing strings.
• Prepare JEs on Safety Grants and EAIP requests & submit to Finance after ensuring all required back-up documentation is received from all departments granted approval.
• Identify & resolve discrepancies by processing & completing AP JEs to correct costing for miscoded payments through Accounts Payable.

CIP PROJECTS:

• Audit CIP invoices and enter in budget tracker.
• Run monthly reports and verify project invoices are costed correctly.
• Backup to Contracts Specialist Sr.

INSURANCE CLAIMS:

• Log Legal bills in Origami.
• Update claims on Excel spreadsheet for Risk.

OTHER JOB DUTIES:

• Special projects as assigned and requested (liaison for outsourcing mailings).
• Work without close supervision.
• Understands and accurately follows written and verbal instruction.
• Maintains confidentiality of information.
• Understands and utilizes Microsoft Word, Excel, Outlook, Origami, 10-key by touch.
• Backup BS Administration team when need arises.
• Commute between facilities in a timely manner, as needed.
• Performs duties and assists in emergencies as needed.
• Access computer to send and receive e-mail and perform position tasks.
• Other duties as assigned by your supervisor.

1. Graduation from high school or equivalent; AND
2. Two years of experience in responsible accounting and, or bookkeeping work; OR
3. Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

SPECIAL REQUIREMENTS

• The finalist for this position will be required to pass a criminal history background check, however conviction of a crime may not necessarily disqualify an individual for this position.
• This assignment is represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m., with flexibility depending upon the needs of the department and program.

PREFERENCES
Supplemental college or business school training in bookkeeping, accounting or government accounting

KNOWLEDGE, SKILLS AND ABILITIES
Detailed knowledge of principles and practices of financial record keeping; accounting and bookkeeping systems, procedures and techniques; financial terminology; financial information systems and spreadsheet software; office practices, procedures and equipment.

Skills and abilities to interpret and process financial documents according to appropriate procedures; accurately count, record and balance transactions; perform arithmetic calculations and enter data with speed and accuracy; operate a calculator, computer terminal, typewriter and other office equipment; analyze and interpret data; exercise good judgment in making finance related decisions; act as an accounting resource to all county departments and assist in applying accounting practices to diverse business environments; establish and maintain cooperative working relationships with vendors, customers and county employees.

PHYSICAL REQUIREMENTS
Stands, sits, moves about the work area, bending forward, and climbs one floor of stairs; reaches overhead; lifts, pushes, pulls, and moves carts up to 50 lbs.; carries items of various weights for various distances; operates a keyboard; rapid-mental/hand/eye coordination; speaks in a clear and audible voice; reads 12-point font; distinguish colors and shades; ability to hear at a normal speech level; may be exposed to noise and office chemicals; works in normal office environment.