Accounting Technician II

Job Description

Job Description

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION: The purpose of the Accounting Technician II position is to perform a wide variety of technical and administrative accounting duties primarily in managing the full-cycle accounts payable and receivable. Assist other accountants with miscellaneous accounting duties and assist the Director of Finance to develop and document policies and procedures related to the accounts payable and receivable process. Prepare Housing Choice Voucher (HCV) Assistance Payments & reports. Positions within this classification may also perform payroll management functions.

Additional duties include completing monthly financial account analysis, providing lead responsibility in developing new or improved processes – both manual and digital to assist the department in performing in the most efficient manner, auditing monthly reports, training new accounting staff, and ensuring projects are consistently completed and communicated to affected staff members.

SUPERVISION RECEIVED AND EXERCISED:

Receives direct or general direction and supervision from the Finance Manager and Director of Finance.

ESSENTIAL FUNCTION STATEMENTS – Essential and other important responsibilities and duties may include, but are not limited to the following:

Essential Functions:

1. Full-cycle accounts payable and receivable; process general accounts payable invoices and check requests for payment, review invoices and account statements for accuracy; follow up with staff from other departments for invoice approval and general ledger charge codes, and ensure approval is within the signers authorized expenditure authority, print accounts payable checks.
2. Interface and respond to inquiries from vendors and staff from other departments/units, audit invoices and conduct research to correct accounts payable discrepancies and prepare adjustment journal entries.
3. Assist with the annual financial audit by providing and making copies of accounts payable check, accounting reports, and pulling various files for the auditors as directed by management.
4. Calculate and remit use tax to the CA Board of Equalization; file annual 1099-Misc. information return with the Federal and State governments; maintain and follow up on W-9 records and coordinate with agency departments for set up of new vendor in the accounting system.
5. Process petty cash payment request, reconcile and replenish petty cash.
6. Assist in development and documentation of policies and procedures related to accounts payable process and assist vendors and staff from other departments in understanding the accounts payable policies and procedures.
7. Prepare adjustments to Housing Choice Voucher (HCV) landlord housing assistance payments, stop payments, IRS levies; prepare and print 1099 forms for landlords; process tenant move-out charges or refunds.
8. Prepare and pay Housing Choice Voucher (HCV) Housing Assistance Payment.
9. Ability to produce accurate work in a fast paced, deadline driven environment.
10. Positions within this classification may also collect and summarize timekeeping records, process garnishment requests, update employee records as needed, print and issue paychecks, process direct deposit payments, calculate and deposit payroll taxes, process and issue W-2 forms to employees, process and distribute reports for compensation, taxes paid, garnishments and deductions, answer questions from employees related to payroll topics.

1. Performs other related duties as assigned.
2. Develop and update procedures for finance related functions and work with other departments to insure the proper flow of information.
3. Make recommendations for improvements to finance department processes/workflow
4. Train Accounting Clerk and/or Accounting Technician I on departmental duties.
5. GL coding of invoicing
6. Taking lead on new agency programs/policies, following through to successful implementation.
7. Prepare annual property tax – welfare exemption and annual compliance questionnaires
8. Assists with the review and filing of monthly and quarterly bank reconciliations
9. Prepares information related to vacancy/legal expense for Board of Commissioners and Housing Choice Voucher (HCV) subsidy payment error report
10. Assist with Annual Financial audits, Owner Certification Packages and staff training.
11. Troubleshoots errors/issues related to finance department digital recordkeeping and electronic forms.
12. Excellent communication skills needed to explain and interpret financial related documents, with an emphasis on inter-departmental collaboration.

Qualifications:

Knowledge of:

Microsoft Office

Client database software (i.e. YARDI); Payroll Software (ADP), if applicable

Basic methods, practices and terminology used in general accounting and financial record keeping work

Full-cycle accounts payable process

Ability to:

• Manage several tasks simultaneously, prioritize work and work under pressure to meet deadlines
• Enter data for accounts payable into the accounting system accurately and timely
• Analyze vendor invoice and statement and make accounting computations rapidly and accurately; prepare and verify accounts payable transactions and related reports
• Interpret, apply and explain Agency policies and procedures
• Maintain confidentiality on all job-related matters
• Develop policies and procedures
• Initiate and explain process improvements to a wide variety of users
• Understand and assist with complex financial audits and reporting

Competencies:

Mathematical skills

Reasoning ability

Computer skills

Commitment

Customer Service

Responsiveness

Experience and Training Guidelines - Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Four years of increasingly responsible full-time Accounts Payable/Receivable experience with significant experience initiating and completing process improvements, establishing procedures and improvements in procedures, as well as experience with account reconciliation, auditing and analysis.

Training:

Graduation from high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping. College level coursework in Accounting or a similar occupation that would display the characteristics needed for the position.

License or Certificate: May require Proof of valid California Driver’s License and driving record acceptable to HA insurance carrier required dependent upon area needs.

WORKING CONDITIONS

The working conditions described here are representative of those an employee may encounter while performing the essential functions of the job.

Environmental Conditions

Indoors in a climate-controlled environment. Moderate noise with exposure to talking, music, telephones, printers and frequent interruptions. Working in a confined area with or without windows; exposure to fluorescent lights and computer screen for an extended period. Public contact.

Physical Conditions

Stationary position 90%. May occasionally move about inside the office to access file cabinets and office machinery. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer. Frequently communicates with others. Moderate to light lifting and/or move up to 20 pounds.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Surf Development makes reasonable accommodation to the known physical or mental disabilities of otherwise qualified applicants or employees with handicaps, unless such accommodations would impose an undue hardship on the operation of Surf Development’s programs.

Most staff positions work a 9/80 schedule during regular business hours between 7:30 AM and 5:00 PM.