Account Specialist I

3 weeks ago

Janesville, United States Rock County, WI Full time

**Position Summary and Job Duties**:
Gathers, verifies and enters invoices into the web voucher system. Tracks expenditures for the department. Compiles and verifies expenses for monthly budget to actual report submitted to Finance Office Supervisor. Balances checking accounts. Compiles monthly data for grants, and reports to required entities. Works with Jail Bookkeeper regarding A/R balances and collections. Acts as the backup for the Financial Office Supervisor (Non-supervisory duties only).

**65% - Process invoices.**
- Validates invoice, collects packing slips, track verification of invoices.
- Enters expense into appropriate spreadsheets.
- Enters invoice into web form for processing/payment.
- Copies selected invoices for later reference.
- Submit invoices to Finance Office Supervisor for approval accounting software.

**10% - Assist and acts as the backup for the Financial Office Supervisor. (Non-supervisory duties only)**
- Manage all aspects of the financial portion of the Highway Safety Grant, as well as the ICAC and COPS Grants.
- Process tuition reimbursements and track staff education budget.
- Cross train to assist the Payroll Specialist and the Jail Bookkeeper when they are out of the office.
- Work with Jail Bookkeeper in managing the A/R for the agency.

**5% - Budget to actual reports.**
- Run general ledger reports.
- Transfer data to tracking spreadsheets.
- Compile expenses for month that are not in general ledger and account for them into Budget to Actual spreadsheet.
- Track budgeted expenditures.

**4% - Track expenditures. Maintain tracking spreadsheets.**
- Enter budgeted expenses into worksheet/database.
- Transfer all training request information into training spreadsheets.

**3% - Compile data and Complete Reporting for monthly grants.**
- Collect data related to monthly Highway Safety grants. Enter into Overtime spreadsheets.
- Access on-line grant documents and verify that data has been entered there correctly.
- Verify totals with information being entered into grant database.
- Send monthly reporting to required entities, as well as reporting to government agencies.
- Compile data for SCAAP grant, fill in required spreadsheets, analyze data, submit report to the Financial Office Supervisor.
- Complete and maintain certification with the Dept. of Justice for federal grant reporting. (every 3 years)

**3% - Balance checking accounts**.
- Complete bank reconciliations and submit to the Financial Officer Supervisor.
- Post journal entries in CORE banking for the Inmate Trust bank account.

**2% - Other duties as assigned.**

**Success Factors (KSA's)**:

- Knowledge - General office practices and procedures and the use of standard office equipment.
- Knowledge - Accounting practices and procedures.
- Skill - Typing with a high level of accuracy.
- Skill - Use a ten key calculator with high level of accuracy.
- Skill - Proficient in Excel, Word, Access and Outlook.

**Ability to**:

- Complete basic accounting tasks, including journal entries.
- Pay attention to detail.
- Maintain complete and accurate records.
- Maintain confidentiality of sensitive information.
- Communicate effectively orally and in writing.
- Understand and effectively carry out both oral and written instructions.
- Work independently.
- Meet deadlines.
- Work in stressful situations.
- Adhere to county policies.

**Job Requirements, Education, Training & Experience**:

- High school diploma or equivalent is required, and Associates degree is preferred.
- 3 to 5 years of related experience with payroll/bookkeeping or accounting.
- Must be willing to work extra hours when necessary to meet deadlines.

**Essential Job Functions (physical elements, equipment and working conditions)**:
**Physical Elements**
- Ability to stand, sit, and walk for long periods of time. Ability to reach, lift, push, pull, carry or move objects of ten pounds or less occasionally.

**Use of Equipment**
- Ability to use standard office equipment and computers.

**Working Conditions**
- Fast paced at times, in an office setting.

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