Accounting Specialist

Job Description

PURPOSE SUMMARY.  Perform a variety of purchasing and administrative support functions for the Detention Center.

Research and purchase supplies, services, and equipment for the Detention Center.

A. Research nomenclature, prices and delivery for office and janitorial supplies, uniforms, inmate supplies, and commercial equipment.

B. Obtain competitive quotes for all items to be purchased.

C. Enter and approve Banner requisitions to obtain purchase orders.

D. Monitor the status of all purchase orders.

E. Place orders with vendors once purchase orders are approved

F. Establish and maintain records of purchases.

Receive, verify and return purchased supplies and equipment.

A.  Ensure received supplies and equipment are consistent with ordered items

B. Process invoices and received items in Banner.

C. Research payments to and invoices from vendors to identify or correct errors.

D. Package, ship and / or return supplies.

Monitor budgeted funds to ensure their availability for adult facility, juvenile facility, medical unit, inmate welfare, and corrections expenditures.

A. Review budgets on an ongoing basis to ensure sufficient balances for projected expenditures.

B. Prepare internal budget revision forms for the Director's approval to transfer funds between line items.

C. Enter approved fund transfers into Banner.

Prepare and process paperwork in support of request for proposal (RFP) and contract renewal processes.

A. Prepare RFP or contract renewal paperwork for the Director's signature; and submit to the Purchasing department for further processing.

Provide clerical support to Administration personnel.

A.  Provide telephone and receptionist services for the front desk and visitation reception areas.

B. Schedule and notify applicants of pre-employment appointments.

C. Maintain document and electronic filing systems; destroy records in accordance with appropriate records schedule.

D. Prepare and process travel and per diem forms.

ADDITIONAL DUTIES.

Serve as back-up to the department timekeeper; perform timekeeping and payroll functions for the office.

A. Examine and prepare personnel actions that affect pay and leave changes.

B. Answer questions and provide advice to employees and supervisors on procedures related to pay and leave accrual / use.

C. Calculate time worked and leave taken, prepare timesheets / cards, and enter payroll data into Banner system.

D. Verify the accuracy of preliminary payroll and submit corrections as necessary.

E. Distribute earnings and leave statements to employees.

F. Maintain leave requests and attendance records in accordance with proper records schedule.

Perform other relevant duties as assigned.

QUALIFICATIONS.

A. Education. High school diploma or equivalent.

B.  Experience.   Three years of responsible office, administrative or secretarial work experience that includes purchasing and billing. Relevant government work experience preferred. Experience performing calculations and timekeeping with an automated payroll system highly desirable.

C.   Education / Experience substitution.   In accordance with county policy, education and experience may be substituted one for the other on a year for year basis.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION :

Knowledge of the structure and content of automated databases and systems (e.g., invoices, reports, payroll forms, etc.), to input, verify, and retrieve information, investigate and resolve routine or recurring discrepancies, check documents for adequacy, and prepare reports and submissions.

Knowledge of office procedures sufficient to prepare a wide variety of recurring internal reports, forms, and documents from information obtained from the staff, files, and other sources.

Knowledge of Microsoft Word, Excel, PowerPoint, and Outlook software functions and the skill to  produce documents that often require different formats, formulas or tables within text; to edit and reformat electronic forms; and to develop and revise existing databases, spreadsheets, reports, forms or documents.

Must  demonstrate  resourcefulness  and  tact  and  the  ability to establish  and  maintain effective  and cooperative working relationships with others.

Compensation Range

16.73 - $26.76

Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person’s race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable Bona Fide Occupational Qualification exists.

Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County. Please see http : / / www.donaanacounty.org / ada /  for our Public Notice and to get the Testing / Interview Accommodation Request Form or call 575-647-7210 for assistance.

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Salary : $17 - $27