JUVENILE PROBATION DEPARTMENT - ACCOUNTING - ACCOUNTING SPECIALIST INTERMEDIATE

Minimum Qualifications

Must have or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso.

Typical Duties

Is responsible for collecting and balancing monies received by the Juvenile Probation Department;

Maintains daily files on summary sheets, cash count sheets, daily collections report, deposit warrants and receipts; maintains a filing system for financial information, files, and records;

Ensures daily deposits are posted to the correct department accounts;

Records and disburses all restitution payments received in accordance with Family Code54.082 (or applicable laws);

Enters court ordered fees and reconciles the restitution account and resolves any outstanding balances on accounts;

Reviews and processes bills for payment; ensures voucher or pay request includes the proper payment approvals and corresponding invoice for each voucher and purchase order;

Ensures that billings are in accordance with established fee schedules and contract terms when applicable; processes all payable vouchers timely and accurately;

Obtains the proper documentation and acknowledgements to process invoices for payment in a timely manner;

Creates, reviews, and processes purchase requisitions, authorization of services requests, and other financial request forms; reviews for consistency and conformity with department and County guidelines and polices;

Responds to department requests for processing emergency requisitions;

Verifies department invoices for accuracy identifying and or tracking unusual transactions; checks for duplicate payments;

Responds to invoice and payment inquiries in a prompt manner; contacts department personnel for confirmation of receipt of materials or services;

Prepares, routes, processes, and follows up on purchase orders and or invoices for the department for approval of payment;

Verifies purchase orders, prices, and quantity to vendor invoices; submits purchase order increase requests; researches and prepares purchase orders for payment authorization;

Creates and submits accounts receivable related documents for payment to outside agencies for juvenile related services;

Reviews and processes National School Lunch Program meal reimbursements on a monthly basis;

Provides juvenile funding source to applicable departmental applications;

Reviews travel and training expenditure vouchers and processes travel advance requests;

Verifies and processes employee mileage certification forms;

Performs audits on personnel mileage forms; reviews for consistency and conformity with department and County travel and training guidelines and polices;

Reviews, researches, and reconciles vendor statements to determine account status;

Responds to vendor and client inquires; monitors and addresses past due accounts by contacting vendors for invoices;

Maintains, updates, and verifies inventory files to assist in the management of inventory accountability of the Department;

Submits supporting documentation for Commissioners Court approval for the transfer of Departmental property to the County of El Paso for disposal or transfer to other County Departments;

Sorts and distributes incoming and outgoing mail, to include invoices, statements, receiving copies of purchase orders, checks by mail;

Performs internal audits as directed;

Assists with writing and updating the Accounting Unit’s policy and procedures;

Creates and provides training for accounting processes and applications for Juvenile Probation Department personnel;

Reviews timecards for accuracy and ensures timecards are compliant with County and Departmental policies and procedures;

Reconciles the HRIS (Human Resources Information System) and verifies employees are in the correct payroll account;

Collaborates with County Auditor’s (Payroll) and Human Resources and assists to process the Department’s payroll on a biweekly basis by reviewing and editing timecards;

Collaborates with Human Resources to review and ensure the accuracy of personnel actions;

Creates and initiates personnel actions as necessary; generates other reports as necessary;

Participates in the Department’s strategic planning and assists in meeting the strategic objectives of the Accounting Unit;

Substitutes, if assigned, for coworkers during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations;

Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts;

Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills;

Performs such other related duties as may be assigned.

Maintains a safe and healthy workplace environment.

Mandatory 20 hours of training a year.

Maintains a professional caliber of attire and decorum at all times.

Must be available to work non-traditional hours and be on call as necessary on official business.

Job Summary

Additional Information

• Demonstrate regular and reliable attendance;
• Work well with others and participate fully in a team oriented environment;
• Interface with other employees and customers in a courteous and respectful manner;
• Maintain strict confidentiality;
• Project positive support of their department and all County organizations at all times;
• Maintain and enhance the County’s commitment to customer service excellence.

• Personal Computer
• General office equipment
• Calculator
• Other equipment related to job performance
• Credit Card terminals