Accounting Technician II

Job Title

Accounting Technician II

Job Description

Under immediate (I) or general (II) supervision, performs a variety of technical and clerical accounting tasks related to the preparation, maintenance, and processing of accounting and financial transactions; applies technical knowledge and application of the principles and practices of bookkeeping to support general accounting, fixed asset, payroll, procurement, budget, and/or other types of financial administration activities; and performs related duties as assigned.

Class Characteristics

Accounting Technician II: This is the fully-qualified journey-level classification in the Accounting Technician series. Incumbents at this level are capable of performing the full range of complex technical accounting support duties requiring the use of discretion and independent judgment in performing assigned work, and have responsibility for ensuring the efficient and effective functioning of assigned areas of responsibility. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver work products or services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. Positions at this level are distinguished from the Accounting Technician I level in because incumbents must possess and apply a comprehensive understanding of assigned functional areas of responsibility, such as general accounting, fixed assets, payroll, procurement, and/or budget administration. This class is also distinguished from the Accountant class because the latter is responsible for performing professional-level accounting and auditing work requiring analysis, interpretation, and application, while ensuring compliance with generally accepted accounting and auditing principles and practices.

Examples of Typical Job Functions

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Incumbents may not perform all of the listed job functions depending on functional area of assignment.

• Reviews, verifies, and records a variety of accounting and financial transactions in accordance with established processes and procedures; posts, balances, and reconciles transactions to the general ledger; calculates and makes adjustments; allocates payments to proper account; verifies account balances and available funds; prepares and maintains deposit and treasurer receipts; prepares adjusting journal entries; records changes and resolves discrepancies.
• Reviews and processes checks and payments in batches; prepares documentation for payment; coordinates management review and approval of batches; contacts departments and/or vendors to make corrections or request additional information when necessary; enters and verifies data into the financial management system to produce payment; prints checks; prepares positive pay or electronic funds transfer (EFT) and submits to the bank; attaches copies of checks and backup documentation to vouchers and purchase orders.
• Enters, processes, and verifies for accuracy a variety of documents in the City's financial management systems, such as purchase orders, vouchers, wires, and cash receipt documents.
• Reviews, verifies, and processes various requests for cash and payment such as petty cash, travel advance, and reimbursement requests; verifies proper approval, account numbers, and amounts; ensures compliance with City policy and procedure; prepares receipts as required.
• Reviews and processes purchase requests, contracts, and agreements in accordance with the City's purchasing ordinance and City Council action; generates and issues purchase orders.
• Maintains and updates Internal Revenue Service (IRS) W-9 information of vendors for IRS 1099 year-end tax reporting and processing; prepares, verifies, and mails out 1099 forms; follows-up with IRS on notices to withhold taxes and related notifications.
• Assists in preparing solicitation documents (e.g., Requests for Proposals, Requests for Quotes, Scopes of Work, and Construction Specifications); assists in administering the bid process.
• Reviews open purchase orders at year-end; calculates and monitors purchase order budgets and remaining balances annually; sends notifications for renewals and closes purchase orders as necessary.
• Researches, evaluates, and classifies fixed assets.
• Assists in the preparation and administration of operating and capital improvement program (CIP) budgets; prepares technical budget reports as assigned.
• Maintains and monitors grant financial records; verifies that purchases and expenditures are allocated and spent in accordance with rules and regulations governing the use of each grant.
• Receives, reviews, verifies, and processes time recording, payroll action, and personnel transaction documents to prepare payroll for all City employees; audits documents for completeness, accuracy, and compliance with rules and regulations; prepares and balances payroll reports and records.
• Processes payments for employee retirement benefits and other insurances.
• Generates and distributes routine monthly revenue and expenditure reports.
• Assists with the year-end closing, reconciliation, reporting, and audit processes; researches, compiles, reconciles, verifies, and prepares technical accounting, financial, and statistical information and materials.
• Assists in the implementation and upgrading of the City's financial system; assists in training staff and creating user documentation; troubleshoots basic technical system issues as needed.
• Drafts procedures related to assigned functional areas of responsibility in coordination with assigned management staff; trains employees on procedures.
• Maintains accurate, complete, and detailed accounting and financial records and files according to established policies and procedures.
• Performs a variety of administrative office support duties such as maintaining department website, sorting and distributing mail, and ordering and maintaining office and other related supplies.
• Researches and answers questions regarding various technical accounting issues.
• Serves as backup for other functional areas of responsibility including, but not limited to, accounts payable, accounts receivable, and/or cash receipts and disbursements.
• Performs other duties as assigned.

Qualifications

Knowledge of:

• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned areas of responsibility.
• Basic principles and practices of bookkeeping and technical accounting.
• Terminology, practices, and procedures of technical financial and account document processing and record keeping, including cash receipts and disbursements, accounts payable, and/or accounts receivable.
• Financial reporting requirements of various state and federal agencies.
• Technical principles and practices of researching, compiling, and reporting on financial information.
• Record keeping and filing principles, procedures, systems, and methods.
• Modern office practices, methods, and computer equipment and applications related to the work.
• Business letter writing and the standard format for reports and correspondence.
• Methods of preparing and processing various records, reports, forms, and other documents specific to the accounting department.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Business arithmetic and basic financial and statistical techniques.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Learn, interpret, apply, and explain applicable federal, state, and local laws, rules, regulations, ordinances, and City policies and procedures relevant to assigned area of responsibility.
• Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Perform clerical and technical accounting and financial support work accurately and in a timely manner.
• Gather, summarize, and present information and data in an effective manner.
• Review and audit payroll, accounting, procurement, budget, and other financial documents for completeness and accuracy.
• Review, post, balance, reconcile, and maintain accurate and confidential payroll and accounting records.
• Prepare, examine, analyze, and verify clear, complete, and concise financial documents and reports.
• Maintain accurate databases, records, and files.
• Perform arithmetic, financial, and statistical computations accurately.
• Organize own work, set priorities, and meet critical time deadlines.
• Effectively use computer systems, software, and modern business equipment to perform a variety of work tasks.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• 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: Accounting Technician I/II: Equivalent to completion of 60 semester (or equivalent quarter) units from an accredited college or university with at least 15 units in accounting, business administration, or a related City of Palm Desert, CA