Job Details

Definition and Class Characteristics

Monterey One Water is looking for a professional and knowledgeable individual to join the finance department.  The ideal candidate will be a team player, proactive, and have strong communication skills. 

Definition
Under general supervision, performs a wide variety of accounts payable, data entry, and clerical work in support of assigned functions; maintains a variety of accounting records, ledgers, logs, and files in support of the assigned accounting function; and performs other job related duties as required, including assisting with administration of purchase orders and payroll as needed.

Class Characteristics

Accounting Assistant I -- This is the entry level class in the Accounting Assistant series, providing general accounting support to the Accounting Department. Positions at this level usually perform most of the duties required of the positions at the Accounting Assistant II level, but are not expected to function with the same amount of program knowledge or skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or patterns. Exceptions or changes in procedures are explained in detail as they arise.
 
Accounting Assistant II -- This is the journey level class in the Accounting Assistant series providing the full range of accounting support for the Accounting Department. Positions at this level are distinguished from the Accounting Assistant I level by the performance of the full range of duties as assigned, working independently, applying well developed program knowledge, and exercising judgment and initiative. Assignments are performed with the expectation that incumbents have the ability to choose among alternatives in solving job problems and work productively in the absence of a supervisor. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Employees at this level typically apply specialized program knowledge to self-direct the accounting tasks that are essential to the accomplishment of the unit's desired services or products. Work is normally reviewed only on completion and for overall results.

Essential Functions

Essential Functions

• Performs and provides clerical and technical support in the preparation, maintenance, and operation of the accounts payable and accounting operational functions.
• Reviews and processes invoices to support request for payments and reconcile discrepancies; batches invoices and performs matching and data entry of invoices, verifies data entry for accuracy and balances to totals; issues checks, remits payments.
• Assist with administration of purchase orders and payroll on an as needed basis.
• Prepares, processes, reviews and verifies documents, records and forms related to assigned area for accuracy, completeness, and conformance to applicable policies, rules, and regulations; maintains attention to detail and accuracy while meeting critical deadlines.
• Maintains records and reports of accounting transactions that are necessary for completing financial statements, annual audit, budgets, and federal and state tax reports.  Participates in the year end closing and audit process and provides information requested by the auditors in the required format.
• Interfaces with vendors and employees over the phone
• Uses the Agency's accounting software to gather information, process transactions, produce needed reports and complete daily tasks.
• Assists departments and employees by providing answers and information regarding specific account information, discrepancies, and/or general accounting procedures; updates related files and departments on action items.
• Processes corrections/adjustments related to invoice numbers, POs, and coding distribution.
• Verifies and compute discounts and credit memos.
• Processes year-end 1099s.
• Prepares spreadsheets or necessary document to support the recording of invoices to proper accounts.
• Assists with administration of Agency's credit card program; maintains list of authorized users credit cards issued, reviews individual statements for appropriate support and signatures; and ensures all statements are processed within the appropriate timelines.
• Processes employee expense reports.
• Works with vendors over the phone or in person regarding statements and invoices; answer any questions or concerns vendors may have regarding payments and related issues.
• Prepares check registers for submission to Board for approval.
• Assists with preparing charts and graphs for budget and the Agency's Annual Comprehensive Financial Report (ACFR); assists in the preparation of templates used for the budget and posting items to the financial section of the Agency`s website.
• Assists as needed in processing and maintains budget adjustment records.  Prepares the monthly budget adjustment report for the elected Board.
• Performs general office support duties; preparing correspondence; filing and record keeping; duplicating and distribution of various written materials.
• Reconciles transactions and data as directed; records changes and resolves differences, maintains the accuracy of the accounting and financial data for area assigned.
• Reconciles bank statements.
• Reconciles and posts all miscellaneous cash receipts to the general ledger and to customers` accounts.
• Prepares and posts various reoccurring journal entries, including those related to prepaid expenses.
• Allocates interest earned over various investments accounts and prepares corresponding journal entries.
• Prepares indirect cost journal entries.
• Obtains and setup utility invoices for ACH and check processing payments.
• Assists Customer Service in tracking capacity fee permits.
• Assists payroll in calculating and posting force account wages after every payroll run, including updating monthly billable wage rates.
• Prepares financial expense reports for submission to Water Resources Agency.'
• Assists with setup of and conversion to new accounting systems
• Assists with special projects as required. 
• Performs other job-related duties as assigned.

Qualifications

Knowledge of:

• Terminology, rules, policies, and practices of financial and accounting document processing and record keeping.
• The purpose, methods, and practices of financial and statistical record keeping work.
• Public agency finance and account functions, including accounts payable, payroll, accounts receivable, purchasing, or basic accounting processes and techniques.
• Applicable Federal and State laws; Agency, Department, and Division regulations, codes, policies, and procedures. 
• Modern office practices, methods, and computer equipment.
• Computerized accounting and finance systems and computer software including email, electronic calendar, word processing and spreadsheet software such as Microsoft Office.
• Record management and information processing practices and requirements.
• Business arithmetic and statistical techniques.
• Principles and practices of processing accounts payable.
• English usage, grammar, spelling, vocabulary and punctuation.
• Techniques for effectively providing a high level of customer service to public and Agency staff, in person and over the telephone.

Ability to:

• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and procedures (including those related to grants) of accounts payable, accounts receivable, basic accounting and, as needed, payroll and purchase orders.
• Review financial documents for completeness, authorization, and accuracy.
• Review, post, balance, reconcile, and maintain accurate records.
• Work closely with staff to maintain a high level of integrity and quality in assigned areas.
• Perform detailed accounting and financial office support work accurately and in a timely manner, such as maintaining journals, ledgers and complex filing systems.
• Learn, interpret, and apply administrative and departmental policies and procedures.
• Make accurate arithmetic, financial, and statistical computations.
• Maintain attention to detail and accuracy.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose correspondence and reports independently or from brief instructions.
• Establish, maintain, and research accounting records and files.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Understand and carry out oral and written instructions.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications including Microsoft Office.
• Effectively communicate in person, over the telephone and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish and maintain effective working relationships with staff and the Agency's customers.

 
Required Education and Experience:
 
Accounting Assistant I: Equivalent to the completion of the twelfth grade and two (2) years of experience in performing general accounting office work including accounts payable. Public agency finance and accounting experience and knowledge of enterprise and/or integrated financial recordkeeping software systems is highly desirable.
 
Accounting Assistant II: Four (4) years of experience equivalent to that of an Accounting Assistant I with Monterey One Water and demonstrated technical proficiency.  An Associate's Degree in business or related field may be substituted for one year of experience in general accounting office work. Public agency finance and accounting experience and knowledge of enterprise and/or integrated financial recordkeeping software systems is highly desirable.
 
Licenses and Certifications:
Possession of valid California Motor Vehicle Driver's license and be insurable with the Agency's insurance at the standard rate, and continue to meet the established driving standards as a condition of employment for this position.

Physical and Environmental Demands

Physical Demands

• Standing & Walking – Primarily sedentary classification although standing in work areas and walking between work areas may be required.
• Lifting - Ability to safely lift up to 10 pounds overhead and 20 pounds to waist level; both these requirements include bending at knees to facilitate proper lifting techniques: 1 minute up to 5 minutes per day.
• Manual Dexterity - Ability to perform multiple work activities requiring a significant level of physical and mental coordination, such as operating a computer keyboard; copying, and adding machines; writing: 1 hour up to 8 hours per day.
• Visual – Ability to read printed materials and view a computer screen for long periods: 30 minutes up to 8 hours per day.
• Hearing and Speech - Ability to communicate in person, before groups, and over the telephone.
• Mobility – Ability to work in a standard office setting and operate a motor vehicle to visit various meeting sites, reach, carry, push, pull, stoop, and bend.

Environmental Elements
Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.