ACCOUNTING ASSISTANT

DEFINITION
Under general supervision, performs varied and responsible accounting clerical w
ork in support
of either accounts receivable, job cost, payroll or accounts payable activities,
utilizing a
computerized financial management software system; compiles, analyzes, reconcile
s, and
verifies general financial and statistical data; and performs related work as as
signed.
DISTINGUISHING CHARACTERISTICS
This is an experienced specialist class, with assignments concentrating in eithe
r payroll, accounts
payable, accounts receivable, and job cost activities. In all assignment, establ
ished policies,
methods, and procedures are followed when processing and maintaining financial d
ata and
records. Employees must exercise judgment in resolving problems and researching
information.
This classification is distinguished from office support positions in that the d
uties relate
specifically to general accounting functions.
TYPICAL TASKS Positions in this class may perform any or all of the below listed
duties. These
should be interpreted as examples of the work, and are not necessarily all-inclu
sive.
The following duties are applicable to this classification when assigned to job
costing and
accounts receivable:
1.
Processes daily revenues including job deposits and payments; reconciles as requ
ired.
2.
Processes job orders by reconciling deposits, verifying cost estimates and relea
ses job
orders for installation; initiates and releases standard meter installation job
orders.
3.
Assigns job numbers and controls job orders; distributes labor, equipment and ma
terial
costs; reconciles discrepancies in job order forms or computer reports and custo
mer
invoices.
4.
Reviews and processes employee medical, dental and life insurance carrier invoic
es and
safety shoe allowances.
5.
Works with internal and external customers to resolve job costing or accounts re
ceivable
issues.
6.
Prepares invoices as required.
7.
Analyses and prepares reconciliations and job cost closings on a monthly basis.
ACWD Class Specification
Accounting Assistant
Page 2
8.
Follows-up on outstanding invoices for collection.
The following duties are applicable to this classification when assigned to acco
unts payable:
1.
Reviews and matches invoices, receiving reports, and purchase orders to support
request
for payments and reconciles discrepancies; contacts purchasing or department sta
ff
regarding invoicing problems.
2.
Reviews and reconciles bank statements to coincide with District cash records.
3.
Assists with attaining W-9 records.
4.
Reconciles and maintains various expenditures and or bank accounts.
Regardless of assignment, the following duties are applicable to this classifica
tion:
1.
Maintains and processes work through a computerized financial management softwar
e
system.
2.
Assists accounting and auditing staff by researching and summarizing various fin
ancial
and budgeting information.
3.
Prepares and verifies journal vouchers, ledger entries and varied records and re
ports.
4.
Performs a variety of general office support tasks, such as maintaining files, t
yping letters
and forms related to the work, proofreading, copying and collating and answering
telephone inquires.
5.
Reviews and processes time cards on a daily basis and bi-weekly basis, researchi
ng and
correcting discrepancies as required.
6.
Provides back up coverage to the other Accounting Assistants assigned to account
s
receivable and job cost activities; payroll; and/or accounts payable activities.
7.
Performs other related work as required.
QUALIFICATIONS
Education and Experience
Equivalent to completion of the twelfth grade and four years of bookkeeping or f
inancial record
keeping experience in a computerized software system. College or business school
course work
ACWD Class Specification
Accounting Assistant
Page 3
in an appropriate curriculum may be substituted for the required experience on a
n equivalent
time basis to a maximum of two years. Experience related to the initial area of
assignment is
desirable.
Knowledge of: Financial and statistical record keeping and bookkeeping terminolo
gy, practices
and procedures; business data processing principles as applied to financial reco
rd keeping;
standard office practices and procedures, including filing and the operation of
standard office
equipment; correct English usage, including spelling, grammar, vocabulary, and p
unctuation;
common computer software applications, including word processing, spreadsheets,
and data base
programs.
Skill in: Preparing, auditing, reviewing, analyzing, reconciling, and maintainin
g accounts
receivable records and reports; auditing, analyzing, processing, and reconciling
accounts payable
documents and records; assisting with financial and statistical record keeping a
ctivities; making
arithmetic calculations accurately and rapidly; establishing and maintaining eff
ective working
relationships with those contacted in the course of the work; operating a calcul
ator by touch,
using a computer to process large volumes of work with speed and accuracy. Sched
uling and
coordinating financial input for data processing; working independently and maki
ng sound
judgments within established guidelines; understanding and applying oral and wri
tten directions;
and maintaining attention to detail and accuracy while meeting critical deadline
s.
Working Conditions/Physical Requirements: On a continuous basis, sit at a desk f
or long
periods of time in front of a computer screen; intermittently twist to reach equ
ipment or supplies
surrounding desk; perform simple grasping and fine manipulation; use telephone a
nd computer
keyboard on a daily basis; occasionally lift and carry items weighing up to 35 p
ounds.
Adopted: 8/87
Revised: 7/01//97; 3/20/06, 08/07
Approved: ______________Human Resources Manager