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Staff Accountant

2 months ago

Los Angeles, United States Greater Los Angeles County Vector Control District Full time

NOTE: A cover letter and resume must be submitted along with an application. DEFINITION Under general supervision, performs a variety of accounting duties in support of accounts payable, payroll, 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 clerical duties supporting general ledger, accounts payable and payroll functions. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. 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. ACCOUNTS PAYABLE ASSIGNMENT Ensures invoices and purchase requisitions are accurate and properly authorized for payment; enters invoices into the District’s automated financial system;processesinvoices for timely payment; matches receipts against credit card charges; ensures credit card receipts are coded correctly. Reconciles the Outstanding Accounts Payable at month end to the General Ledger balance, and investigative discrepancies. Verifies accuracyof 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 nota 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 received. Reviews financial transactions and pulls transactions that exclude sales tax; inputs those transactions into a spreadsheet with supporting documentation; provides information to the Finance Manager for filing of sales and use tax reports. Purchases, tracks, and records District assets; maintains the District’s asset and depreciation schedule in the financial system; reconciles the assets and accumulated depreciation at month end to the General Ledger balance, and investigates 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 as needed for the Board of Trustees; prepares spreadsheets for CalPERS pension input, researches employee buyback of accrued leave and related requests. Responds to inquiries from District personnel and vendors concerning financial and accounting issues. Enters and retrieves information and data using standard word processing and spreadsheet software, as well as accounting, financial, and other related electronic information systems specific to the assigned department 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, distributing reimbursement 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 ASSIGNMENT Verifies, audits, edits, and processes the District’s semi-monthly or bi-weekly payroll; reviews timekeeping problems and 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, and deductions. 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; processes Trustee stipends. 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 as needed for the Board of Trustees; prepares spreadsheets for CalPERS pension input, research employee buyback of accrued leave and related requests. 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. 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; inputs and edits 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.Research discrepancies with taxing agencies. Ensures invoices and purchase requisitions are accurate and properly authorized for payment; enters invoices into the District’s automated financial system;processesinvoices for timely payment; matches receipts against credit card charges; ensures credit card receipts are coded correctly. Reconciles the Outstanding Accounts Payable at month end to the General Ledger balance, and investigative discrepancies. Verifies accuracyof 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. Provides training as needed to employees and departments regarding payroll policies, procedures, and best practices. Enters and retrieves information and data using standard word processing and spreadsheet software, as well as accounting, financial, and other related electronic information systems. Performs general office support duties such as making photocopies, preparing files and labels for new hires, filing documents and receipts, shredding documents, distributing checks, and preparing various written materials. Provide 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. Knowledge of: Terminology and practices of financial and account document processing including accounts payable and payroll. Payroll functions including time and attendance tracking. General accounting practices and procedures. Basic principles of business letter writing and basic report preparation. Business arithmetic and basic financial techniques. Recordkeeping principles and procedures. California Public Employees’ Retirement System (CalPERS) payroll procedures is highly desirable. Tyler ERP Pro-10 experience is highly desirable. 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. Modernequipment 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 business administration, finance, accounting, or related field. Experience: Two (2) years of accounting and/or payroll experience. Licenses and Certifications: CPA or Certified Payroll Professional preferred. Possession of a valid California Driver’s License, to be maintained throughout employment. Employees in this position will be enrolled in the California Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving records during the course of employment with GLACVCD. Must be insurable with the district’s insurance carrier. 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. Finger 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. APPLICATION PROCESS This recruitment may close at any time without notice. Any incomplete applications or candidates that do not meet the position's minimum requirements will not be considered further. Application packages will be reviewed and only those that demonstrate the best combination of qualifications and experience to the position's requirements will be invited to participate in the examination process. The examination may consist of a written exam and an oral interview. The examination process may be changed as deemed necessary. CONDITION OF EMPLOYMENT Select District appointments are contingent upon successful completion of a post-offer medical examination with the ability to lift up to 50 lbs., including a 9-panel drug screening to comply with our Drug-Free Workplace policy, a background check including references and employment history, and a Live Scan fingerprint check through the Department of Justice. The successful candidate must provide identification and employment eligibility as outlined in the Immigration Reform and Control Act. The Greater Los Angeles County Vector Control District, in compliance with all applicable federal and State laws, does not discriminate based on age (40 or older), disability, equal pay/compensation, genetic information, harassment, national origin, pregnancy, race/color, religion, retaliation, sex, and sexual harassment in its employment actions, policies, procedures, or practices. GLACVCD will maintain compliance with the paid sick leave law, Healthy Workplace, Healthy Families Act of 2014 (AB 1522) effective July 1, 2015. The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this announcement may be modified or revoked without notice. #J-18808-Ljbffr