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Jackson County Library District - Accounting Specialist

Posted: 7/6/2020
Location: Medford, OR
Hourly (Part-TIme): $17.94 - $22.47

THE POSITION
Perform a variety of routine and complex tasks in support of the Finance Department. Areas of responsibility include Accounts Payable (AP), Accounts Receivable (AR), and various administrative functions. Responsible for the AP/AR processes as well as the associated reconciliations and analysis. Review and reconcile financial data, correcting inaccuracies, recommending changes in procedures to improve internal controls or improve efficiencies. Accomplish routine tasks independently and handle non-routine responsibilities with moderate amount of supervision and instruction. These tasks are illustrative only and may include other related duties.

DUTIES AND RESPONSIBILITIES

  • Administers the Accounts Payable (AP) process for the District. Performs all aspects of the AP functions including matching purchase orders to invoices, entering invoices into the District's financial software and processing check runs according to department deadlines and internal controls. Acts as primary contact within the Finance Department for purchase orders, including reviewing requisitions and invoices for accuracy and compliance with procurement policy and departmental guidelines.
  • Sets up and maintains AP files in compliance with accounting policies, best practices and archiving requirements. Provides accurate and effective document preparation and records management relative to the AP function in accordance with record retention policies and laws.
  • Sets up and maintains the Account Receivables (AR) process for the District. Performs all aspects of the AR functions including matching Friends and Foundation fund requests to invoices, creating invoices in the District’s financial software and processing AR according to department deadlines and internal controls.
  • Trains new employees in the requisition/purchase order/payment/approval processes.
  • Reviews purchase-card (Pcard) transactions and statements, including monitoring Pcard transactions for compliance with District purchasing guidelines as well as the Pcard manual. Trains new Pcard holders on coding and using the credit card interface.
  • Maintains confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information within the guidelines of the District's Identity Theft & Red Flag policy and customer service standards.
  • Sets up new vendors and maintains vendor W-9 forms in accordance with IRS regulations and red flag policies.
  • Reconciles vendor statements monthly by matching payments to amounts due on vendor statements and reviewing vendor statements for accuracy. Researches and resolve any outstanding balances on accounts, including telephone, mail or email communications with vendors.
  • Produces 1099 forms and ensures compliance with Federal and State reporting requirements.
  • Generates operational and summary reports. Prepares journal entries and balances AP system detail to summary accounts.
  • Assists in annual audit by preparing assigned reports or providing documentation.
  • Researches and recommends programs, policies and procedures to improve the effectiveness and efficiency of the AP function, including new software, internal controls, new electronic payment technologies and customer service.
  • Provides input regarding policy and procedural changes and improvements taking into account sound internal controls. Monitors processes, for Federal and State compliance and best practice.
  • Monitors and reviews outstanding checks. Process voids and/or reissues as needed.
  • Provides backup to other areas of responsibility within the job group.
  • Regular attendance.
  • Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

  • Excellent clerical skills in typing/word processing, spreadsheets, filing, ten-key by touch and operating modern office equipment. Intermediate to advanced experience with Microsoft Office Suite, specifically Excel and Word.
  • Technical knowledge of AP processes. Fundamental knowledge of AP industry best practices, internal controls and basic financial management.
  • Communicate effectively both in person and in writing, including the ability to develop, maintain and implement written desk procedures and train other employees in all areas of assignment.
  • Excellent customer service skills. Ability to resolve disputes with customers; maintain composure and deal tactfully with the public. Respond promptly to customer needs, solicit customer feedback to improve service, respond to requests for service and assistance.
  • Strong organizational and time management skills with the ability to prioritize and learn multiple responsibilities; ability to work accurately and quickly. 
  • Ability to work with regular interruptions, and perform duties independently.
  • Ability to consistently meet required deadlines.
  • Ability to exercise independent judgment on routine and non-routine matters, identifying problems and making suggestions for improvements.
  • Maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information.
  • Ability to interpret and apply Federal, State and local laws, administrative rules, guidelines, policies, codes, ordinances and technical principles relative to area of assignment.
  • Ability to get along well with coworkers and the public, and maintain effective work relationships. 

MINIMUM QUALIFICATIONS

  • Associates Degree from a regionally accredited college with coursework in computerized accounting systems, billing, business administration or a related field.
  • One year of related experience with professional billing experience using computerized accounting systems. OR • High School Diploma 
  • Three years of related experience with professional billing experience using computerized accounting systems, billing, business administration or a related field.

DESIRED QUALIFICATIONS

  • Experience with accounts payable.

SPECIAL REQUIREMENTS/LICENSES

  • Criminal background check required.

WORKING CONDITIONS

  • While performing the duties of this position, the employee is continuously required to communicate by talking and listening, use of fingers and hands, repetitive motion and sitting. Frequently required to stand, walk, reach, and feel. Occasionally bend, stoop, grasp and rarely to feel, kneel or crawl. The position requires mobility, including the ability to move materials weighing up to 5 pounds on a regular basis such as files, books, office equipment, etc. May infrequently require moving materials weighing up to 30 pounds.
  • Manual dexterity and coordination are required over [75%] of the work period while operating equipment such as a computer keyboard, calculator, and standard office equipment. High volume environment with high accuracy requirements for numeric and alpha processing.
  • Travel to other district locations and/or to workshops/professional meetings/conferences. 
  • This level has a work environment that is well protected, with virtually no hazards or obstacles.  

There is very little element of personal risk or hazard. Job conditions are stable, usually well managed, and very comfortable. Conditions may consist of the following:

  • Reading for comprehension and direction, (policies & procedures).
  • Speaking to share/respond, to maintain relationships and to convey instructions and/or direction.
  • Various equipment includes computers with a keyboard and mouse, telephone, and other electronic devices to share documents, information and discussion.
  • Interactions with library staff.
  • May include stressful situations related to negotiating or resolving problems.
  • Attendance at occasional evening/weekend meetings and/or social/business events.

SELECTION PROCESS
After the preliminary screening, selected candidates will be invited for an initial interview. Videoconference interviews (in lieu of an in-person initial interview) will be offered. Candidates to be interviewed will be selected from applicants who most closely meet the minimum and desired qualifications. Meeting the minimum qualifications does not guarantee an interview. JCLS reserves the right to re-advertise the position or to delay indefinitely filling of the position if it is deemed that applicants for the position do not constitute an adequate applicant pool or if funding is not available.

CONDITIONS OF EMPLOYMENT
Employees must satisfy all of the pre-employment requirements prior to appointment that include, but are not limited to; verification of their legal right to work in the United States, and a background check.

ACCOMMODATIONS
Applicants requiring reasonable accommodations in completing the application or the interview process must notify the Human Resources Department in advance.

EQUAL OPPORTUNITY EMPLOYER
JCLS provides equal employment opportunities to all employees and applicants for employment, and prohibits discrimination and harassment, of any type, without regard to race, color, religion, age, sex, national origin, marital status, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation, and training. The organization employs affirmative personnel measures to ensure the achievement of equal employment opportunities in all aspects of employment, and the work environment. These policies of nondiscrimination will prevail throughout every aspect of the employment relationship, including recruitment, selection, compensation, promotion, transfer, layoff, termination, training, and conflict resolution.

APPLICATION PROCESS
In order to be considered for this position, applicants must submit a JCLS Application, Cover Letter and Resume. The JCLS Application can be found at https://jcls.org/jcld/employment. These items must be turned in to the Human Resources Department no later than Wednesday, July 8, 2020 at MIDNIGHT PST. Materials can be submitted by emailing to bfogerty@jcls.org. Only candidates with complete materials and who meet the minimum qualifications of the position will be considered.

 

Application deadline: July 8, 2020. Open until filled.