Accounting Specialist

Attends to the needs and/or requests of the customer in a courteous, pleasant and timely fashion by any means necessary, including in person, via e-mail, written correspondence or phone.

Must be knowledgeable and remain current on all procedure manuals, governmental regulations and instructions. Must be able to communicate procedures, regulations and instructions to customers in a written and/or verbal format.

Reviews, sorts, and assembles the daily branch paperwork, delivers documents and interoffice mail to proper personnel, files and/or scans documents to electronic storage.

Reviews paper and electronic records of tax/fee collections and payment receipts by each location; compares those records with external third-party records for accuracy and completeness; communicates clearly and professionally with branches regarding inaccuracies in transaction processing and/or additional/updated documentation needed to complete the daily review process; communicates cashiering reconciliation issues to finance department members.

Demonstrates the ability to research discrepancies and correct errors discovered during daily cashiering review and as requested by the department Manager and/or Director.

Reviews daily cashiering activity for batch closure, generates the cashiering export file, and imports the daily journal entry into the financial accounting software; reviews and confirms the accuracy of the posting.

Balances refunds and redemptions in the cashiering software with the general ledger account balances for accuracy and completeness; reviews, corrects and approves payee data for the proper format; imports data into financial accounting software and processes refund checks.

Reviews banking emails and daily cashier reports of returned checks and electronic payments; generates invoices in the financial accounting software to track the accounts receivable balances due; obtains the necessary paperwork to properly follow statutes pertaining to bad check recoveries.

Assembles and mails the non-sufficient funds (NSF) letter with an affidavit of mailing and necessary support to the taxpayer; addresses internal and external communication regarding NSF checks and balances due; initiates direct contact with the taxpayer for NSF recovery; processes requests for NSF fee waiver based upon circumstances of customer’s situation.

Manages the NSF receivables recovery status spreadsheet, monthly and follows up as needed with the appropriate applications and/or refund requests.

Prepares and submits State Attorney applications with due diligence for warrants on eligible returned checks; prepares and submits the Department of Highway Safety and Motor Vehicle’s refund request forms with due diligence for fees paid to the department with returned checks; documents the receipt of refunds and monitors the collection of the unpaid balance; requests internal credits to fees subverted due to the state’s collection of fees; updates, files and scans completed paperwork.

Prepares and posts journal entries to record fees earned from E-Comm and EFS transactions.

Reconciles cashiering distribution reports with general ledger account balances for accuracy and completeness, prepares and distributes various tax/fee collections: Property Appraiser Office’s mobile home and homestead fees, Department of Health birth certificate fees, Tax Collector Agency’s miscellaneous and return check fees, and Clerk of Court’s Tax Deed Application fee reimbursements.

Reviews journal entry postings for accuracy and completeness, updates logbook.

Records the spot-checking cash handling audits against the random schedule for completeness and identifies abnormalities bi-weekly.

Assists with the annual capital asset inventory audit documentation.

Identifies observations impacting the efficiency and consistency of the financial records and participates in developing solutions for improvement.

Available for other duties as assigned.

Provides customers and coworkers with competent, courteous and accurate customer service.

Demonstrates good working knowledge of the published procedures and regulations governing the Tax Collector’s Office.

Prepare reports, schedules and correspondence within established guidelines.

Ability to use computer to create letters, input and retrieve data.

Maintains confidentiality of sensitive and restricted information.

Employees are expected to be ready to begin work at the time that the office opens.

Maintain adequate supplies at their station.

Maintain a clean, neat and orderly work area.