Accounting Assistant II (Administrative Office)

Accounting Assistant II

The Harris County Public Library (HCPL) system, established in 1921, began as a collection of small libraries located in stores, post offices, and private homes. Over the years, it has grown into a robust network comprising 26 branch libraries, two technology service centers, and two partner locations that provide collection and circulation services. HCPL serves the communities of unincorporated Harris County and cities without independent library systems. In 2024, HCPL received the prestigious National Medal for Museum and Library Service, the highest honor awarded to libraries in the United States. Bestowed annually by the Institute of Museum and Library Services (IMLS), this award recognizes institutions that deliver exceptional service to their communities. The library was recognized for innovative initiatives like HCPL Connected, Enhanced+ Library Cards, and its Mobile Outreach Librarian program. HCPL is also recognized as one of the best places to work, offering a supportive and inclusive environment that fosters innovation, collaboration, and professional growth. Its dedication to employee well-being, diversity, and community impact makes HCPL more than just a workplaceit's where individuals can grow, inspire, and contribute to meaningful change.

The Accounting Assistant II is responsible for a variety of administrative, logistical, and accounting documents, such as invoices, departmental billings, employee reimbursements, and vendor statements; reviewing and coding financial information; compiling and reviewing information for accuracy; and maintaining records and other administrative duties needed to support the Financial Services department.

Duties & Responsibilities:

• Codes invoices; processes blanket requisitions and purchase orders;
• Prepares invoices for payment with proper account number; ensures all invoices are paid timely
• Processes employee reimbursement requests for travel
• Corresponds with departments and branch libraries regarding their invoices
• Calculate rates paid for purchases and all price extensions
• Prepares purchases and keeps the accounts balanced in the general ledger
• Submits orders to vendors
• Receives ordered supplies from delivery persons by inspecting packages and signing delivery receipts
• Verifies items billed against items ordered and received, and reconciles problems concerning orders and discrepancies through follow-up with the vendor and other departments
• Sorts, organizes, and unpacks shipments, matching shipments to packing slips and order records
• Sends materials to departments and branch libraries according to location codes
• Develops and maintains a variety of spreadsheets.
• Contact departments and branch libraries of origin to resolve documentation problems
• Assists in monthly, quarterly, and year-end closings, collecting and verifying financial data required to prepare income and expenditure statements and other financial reports
• Receives department records and prepares for archival or in-house storage in accordance with county and department policy
• Other duties as assigned

Harris County is an Equal Opportunity Employer. If you need special services or accommodations, please call View phone number on click.appcast.io or email View email address on click.appcast.io. This position is subject to a criminal history check. Only relevant convictions will be considered and, even when considered, may not automatically disqualify the candidate.

Requirements

All applicants must register and take the HRT Clerical Skills Test and score a minimum of 80% with a typing speed of 30 wpm and 80% accuracy. Please see testing instructions in the General Information section below.

Education:

• High school diploma or equivalent from an accredited college or university

Experience:

• Three (3) years of experience working with accounts payable, purchasing, or inventory control of consumable supplies
• Three (3) years of experience working with personal computers, MS Windows, and a database manager and spreadsheet

Additional Requirements:

• Available and reliable transportation for work-related duties.
• Valid Texas Driver's License
• Candidates must complete a clerical skills test and achieve a minimum typing speed of 80% aptitude, 30 WPM with at least 80% accuracy

Knowledge, Skills & Abilities:

• Standard accounting principles and practices
• Accounts payable and general ledger processes and practices
• Harris County policies and procedures
• Spreadsheet, database, accounting, and budget management applications software.
• Cash handling practices and procedures
• Ability to understand and apply current accounting guidelines, system updates, and revisions, and policy changes
• Ability to prepare and maintain accurate and complete financial records and assist in preparing various financial reports.
• Ability to compile and interpret data with problem-solving skills and attention to detail
• Excellent communication skills, both verbal and in writing
• Ability to add, subtract, multiply, and divide numbers and common decimals
• Skill in self-discipline, dependability, and the ability to work independently
• Ability to establish and maintain effective working relationships and foster teamwork in a diverse environment
• Customer service skills of empathy, good communication, and problem-solving
• Must use your personal mobile device for our Multifactor Authentication process

NOTE: Qualifying education, experience, knowledge, and skills must be documented on your job application. You may attach a resume to the application as supporting documentation but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.

Preferences

Experience:

• One (1) year of cash-handling experience (preferred)
• Experience in governmental accounting (preferred)

Language:

• Bilingual (preferred)

General Information

Register Online for the HRT Clerical Skills Test using the following link:

Click the above link to the HRRM Clerical Skills Test registration page Click on "Apply" to submit your request for testing You will receive a test invitation and instructions via e-mail within 48 hours You will have no more than 5 calendar days to access and complete testing Your score will be automatically uploaded to your application The test may be taken once every 30 days Most recent test scores are retained for up to 6 months

Position Type and Typical Hours of Work:

• Full-Time | Regular 40 hours a week
• The position is generally scheduled Monday-Friday, occasionally weekend work. May require attendance at evening meetings, or after-hour events, and off-site meetings. Possible work in an outdoor environment with exposure to inclement weather or various temperature changes.

Work Environment and Physical Demands:

• Driving: Available and reliable transportation for work-related duties
• Office Equipment: Daily use of a computer, keyboard, copier, scanner, printer, calculator, phone (desk and cell). Daily use of software programs, including Microsoft Office Suite, Outlook, Word, Excel, and GPS.
• Physical Activities: Sits for long periods; light physical activity that may include walking, sitting, standing, stooping, bending, reaching, lifting, and carrying
• Lifting: Ability to lift, carry, and exert up to 25 pounds. Occasionally lifts, carries, and exerts up to 40 pounds
• Vision and Hearing: Must have visual acuity to see and read paper and electronic documents. Must be able to answer telephones, communicate conversation, and respond to verbal inquiries.
• Exposure to Environmental Conditions: The position generally works in an office setting with overhead lighting and long periods of screen time.

Reporting Relationships:

• Reports To Position: Division Director of Financial Services and Business Operations Supervisor
• Supervises Positions: None

Work Location:

• Administrative Office - 5749 South Loop East, Houston, Texas, 77033