Accounting Analyst/Board Clerk

TENTATIVE INTERVIEWS
Oral panel interviews for this position are tentatively scheduled for Thursday, January 23, 2025.

Under general supervision, performs a variety of responsible technical and administrative support duties related to the processing of financial transactions and the preparation and reconciliation of financial and accounting records and reports; provides administrative support to management for a wide variety of assignments related to administration of budgets, contracts, research projects and department programs; assists with the preparation of financial record keeping, payroll, and budget; executes a variety of accounting tasks, may be given other financial and administrative support assignments; supports the Board of Directors.

CLASS CHARACTERISTICS
Receives general supervision from the Director of Finance. May exercise general direction over assigned administrative and office support staff.

Examples of Duties / Knowledge & Skills

Payroll/Financial/Accounting duties may include, but are not limited to:

• Prepares and processes bi-weekly payroll and the maintenance of personnel records regarding hours worked, deductions, adjustments, pay scales, vacation, sick time, and other benefits; provides payroll reports and/or payroll records to employees and appropriate authorized parties; prepares and distributes all annual tax documents to employees.
• Processes bi-weekly CalPERS reports and employer retirement contributions.
• Prepares and processes reports and payments for employee deferred comp retirement plans.
• Prepares and reviews materials requiring analyses of supporting documents ensuring that all entries are entered properly in the accounting system.
• Prepares and makes deposits, prepares invoices for accounts receivable, and processes all invoices and checks for accounts payable as well as control and account verification of a centralized accounting system.
• Maintains various ledgers, registers and journals according to established account classifications.
• Manages the District’s expense management system, verifying all credit card and expense receipts are in compliance with policy, reconciling credit card statements, and verify balances are paid in full.
• Assists in the development and administration of the Department’s budget; reviews and ensures the accuracy of budget documents; reviews past expenditure trends and discusses future needs with managers.
• Prepares audit information, backup, and calculations in preparation for and in response to the Auditor’s requests.
• Assists in the preparation of the Annual Comprehensive Financial Report including research, data collection, preparing charts and tables, collecting and assembling information from other department heads, and formatting and assembling the document.
• Researches and answers employee and department questions regarding employee salaries and fringe benefits, the status of accounts and payments, the proper coding of transactions and other matters.
• Interprets regulations, procedures and contractual or other legal requirements for the purpose of determining the appropriate procedure/regulation or formula to apply; resolves routine challenges without assistance; performs research to resolve errors or identify payments; refers the more difficult challenges to the next level of supervision.
• Operates calculating machines and other office equipment; uses automated accounting systems to perform general accounting/payroll duties including entering and accessing data, changing data and basic manipulation of data; may review and correct computer error reports.
• Researches and resolves a variety of difficult challenges independently through review of a variety of records; exercises initiative in anticipating or identifying challenges or errors and following up to resolve issues; forecasts impact of potential actions/decisions.
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area, checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence from rough draft, handwritten copy, verbal instructions, or from other materials using a computer; inputs and retrieves data and text using a computer terminal, checks draft documents for punctuation, spelling, and grammar; makes or suggests edits.
• Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, telephone; may operate other department-specific equipment.
• Other related duties as assigned.

• Attends Board and Committee meetings; records and maintains the official public and closed session proceedings of the Department Board of Directors; prepares and maintains the official minutes of all meetings; executes and maintains all Board approved documents including but not limited to contracts, resolutions, ordinances, and other Board approved Department documents, gaining all signatures to ensure documents are fully executed and retains original document for record keeping purposes and provides signed copies to appropriate staff or parties in a timely manner.
• Establishes, publishes, and provides legal notice of all Board and Committee meeting agendas, as required by law, under the direction of the Board President, the Fire Chief or designee and individual Committee Chairs.
• Plans and coordinates necessary preparations and support requirements for all Board and Committee meetings.
• Performs a variety of confidential clerical and administrative duties such as maintaining Department records, preparing Board reports, reviewing reports and agendas for accuracy, preparing the agenda and packet for distribution.
• Responds to inquiries, requests, and concerns of the public, media, public agencies, and Department personnel relative to Board matters, with notification to the Fire Chief.
• Conducts independent research and compiles information as requested by the collective action of the Board, Board President, Committee Chairs, individual Directors, or the Fire Chief.
• Informs the Fire Chief of Board priorities requiring action; maintains individual director communications with the Fire Chief on matters of Department and Board business.
• Assists with the Department election proceedings with the El Dorado County Voters Registration and Elections Department; assist with the preparation of required election resolutions for adoption by the Board, eligibility of candidates and candidate election filing fees; assists with Board vacancies and file Statement of Facts in accordance with State statute.
• Promote a harmonious and effective working relationship with the members of the Board of Directors, District management, District staff personnel, members of the public, and personnel from other agencies.
• Arranges appointments, meetings, and travel of all Board Directors.

Minimum qualifications & Requirements

EMPLOYMENT STANDARDS

Knowledge of: Payroll laws, rules, regulations, practices, and procedures, accounting and auditing principals used in operating, reporting and controlling a variety of fiscal programs, financial statements, general ledger/financial/accounting software and budgeting; terminology and practices of financial and account document processing and record-keeping, including accounts receivable, accounts payable, and budgeting support; organization and function of public agencies, including the role of a Board of Director; applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility; business letter writing and the standard format for reports and correspondence; principles and practices of data collection and report preparation; business mathematics and basic statistical techniques; excellent English usage, including grammar, spelling, punctuation, and letter composition; modern office methods and procedures, including complex computer applications; California law pertaining to public agency governing boards and special Departments, public elections, Fair Political Practices Commission regulations and filing procedures for campaign statements and conflict of interest statements; principals of public relations and communications; principles and practices of records management, including records and retention policies, laws and electronic management systems; techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, elected officials and Department staff.

Ability to: Perform detailed account and financial office support work with accuracy, speed, and under general supervision; prepare comprehensive, clear, concise, and complex financial and payroll reports, audit reports; maintain fiscal records; reconcile differences within record keeping system; accurately analyze situations or data and recommend an effective course of action; ability to use a variety of financial systems and software; provide varied and responsible secretarial and office administrative work requiring the use of tact and discretion; understand the organization and operation of the Department and of outside agencies as necessary to assume assigned responsibilities; interpret, apply, and explain administrative and departmental policies and procedures; respond to and effectively prioritize phone calls and other requests for service; compose correspondence and reports independently or from brief instructions; make accurate mathematical, financial, and statistical computations; enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work; establish and maintain a variety of filing, record-keeping, and tracking systems; 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 programs; use English effectively to communicate in person, over the telephone, and in writing; use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations; establish, maintain, and foster positive and effective working relationships with those contacted in the course of work; record, summarize, and maintain custody of the official, complex, and extensive records of public agency governing board meetings; plan, organize, and legally notice public agency meeting agendas in accordance with State law; understand, interpret, and apply Department policies/procedures, election laws, freedom of information regulations, and laws applicable to public agency governing boards; establish functional priorities appropriate to the goals and objectives of the Board of Directors; independently prepare correspondence and legally required notices for a public agency governing board; conduct independent research of complex issues for preparation of concise reports with recommendations; maintain confidentiality of sensitive information and records; work independently under stressful and flexible conditions in the absence of supervision.

Supplemental information

SUPPLEMENTAL INFORMATION
Any equivalent combination of training and experience which provides the required skills, knowledge, and abilities may be considered qualifying at the sole discretion of the Department. A typical way to obtain the knowledge and skills would be:

Education must be obtained through a post-secondary institution currently accredited by any accreditation body recognized by either the Counsel for Higher Education Accreditation (CHEA) or the United States Department of Education.

Education:

• Possess a high school diploma, G.E.D. equivalency, or a high school proficiency certificate.
• Associate degree from an accredited college or university in accounting, finance, business or similar area or the equivalent in college hours/credits.

• Five (5) years of progressively responsible experience in payroll, business finance and/or accounting, demonstrating leadership and support in preparing statements; performing duties involving the development and maintenance of an payroll/accounting system and related records.
• Desirable: Knowledge of Special Departments, public agencies, and fire organizations; Notary Public.

• Must be at least 18 years of age.
• Must be able to provide proof of eligibility to work in the United States.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by employees to successful perform the essential functions of this classification. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. No person shall pose a threat to themselves or to the health and safety of other individuals in the workplace, or to the public they serve.

While performing the duties of this job, the employee is frequently required to use hands and fingers to, handle or grasp objects, type on a keyboard, manipulate office equipment. The employee is frequently required to sit, stand, and walk. The employee is occasionally required to reach with hands and arms, kneel, crouch, or squat. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The employee must have the ability to: operate a personal computer, read small print on documents, hear and speak well enough to communicate over the telephone and in person.

ENVIRONMENTAL ELEMENTS AND WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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. Must be able to pass a pre-employment physical and background investigation, including fingerprinting.