Staff Accountant

Job Title

This is a limited-term, full-time position expected to continue through 2028. The assignment may be extended or concluded earlier at the District's discretion. A cover letter and resume are required to be considered.

This position supports general accounting, accounts payable, payroll, purchasing, financial reporting, reconciliations, and related financial operations.

Job Functions

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.

• Ensures invoices and purchase requisitions are accurate and properly authorized for payment; enters invoices into the District's automated financial system; processes invoices for timely payment; matches receipts against credit card charges; ensures credit card receipts are coded correctly.
• Prepares and posts journal entries and assists with maintaining the general ledger.
• Reconciles assigned general ledger accounts and investigates discrepancies.
• Assists with month-end and year-end closing activities, including preparation of adjusting entries and supporting schedules.
• Assists in preparation of monthly, quarterly, and annual financial reports.
• Assists with budget monitoring, expenditure tracking, and preparation of budget reports.
• Reconciles the outstanding accounts payable at month end to the general ledger balance and investigates discrepancies.
• Verifies accuracy of 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.
• Gathers credit card receipts, matches them to statements, makes sure charges are coded correctly, and all receipts are received.
• Reviews financial transactions to identify those subject to sales and use tax reporting requirements; maintains supporting documentation and provides information to the Finance Manager for preparations and filing of sales and use tax reports.
• Reviews purchasing transactions for compliance with established purchasing procedures, approved budgets, and District policies and provides guidance to purchasers in each department with system workflows.
• Tracks and records District assets; assists with maintaining the District's asset and depreciation schedule in the financial system, reconciling the assets and accumulated depreciation at month end to the general ledger balance, and investigating 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 and supporting documentation as needed for the Board of Trustees; prepares and maintains records related to California Public Employees' Retirement System (CalPERS) reporting, employee accrued leave buyback requests, and related payroll matters.
• Performs bank reconciliation, cash reconciliations, and other assigned accounting reconciliations; researches and resolves discrepancies.
• Assists with monitoring District cash balances and investment accounts.
• Responds to inquiries from District personnel and vendors concerning financial and accounting issues.
• Enters, maintains, and retrieves information and data using accounting, financial, payroll, and other electronic information systems related to assigned responsibilities.
• Processes Trustee stipends and reimbursements; reviews supporting documentation and ensures accurate recording and timely payment.
• 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, mailing or distributing 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.

Qualifications

Knowledge of:

• Terminology and practices of financial and accounting document processing including accounts payable, purchasing, and payroll.
• Payroll functions including time and attendance tracking.
• Governmental accounting principles and practices.
• Generally Accepted Accounting Principles (GAAP).
• Governmental Accounting Standards Board (GASB) standards.
• Internal control principles and financial reporting practices.
• Budgetary accounting principles and public sector financial management practices.
• Basic principles of business letter writing and basic report preparation.
• Business arithmetic and basic financial techniques.
• Recordkeeping principles and procedures.
• CalPERS payroll procedures.
• Enterprise resource planning (ERP) systems.
• 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.
• Modern equipment 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 public administration, business administration, finance, accounting, or a related field.
• Experience: Two (2) years of accounting and/or payroll experience. Public sector experience is preferred.

Supplemental Information

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. Repetitive movement and finger, hand, and wrist 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