What are the responsibilities and job description for the Accounting Deputy position at Grant County?
JOB
This position will be responsible for specialized accounting support activities involving the receiving, reviewing, processing, auditing of a variety of financial documents, responding to questions and inquiries regarding the special area of assignment.Distinguishing Characteristics: The Public Works Department’s accounting requires careful allocation of expenses and receipts to specific accounts. In many cases, federal and state funding of the Department’s maintenance and construction operations involve complex allocations and reporting. This position supports the Finance Manager, accounts receivable and accounts payable accounting support within this environment using complex computerized accounting programs and cost accounting procedures. In addition, the position provides general office support including customer reception in person and by telephone. The position is cross trained with Accounts Payable Clerk, but each has primary duties specific to the respective jobs and each incumbent provides backup for the other. The primary duties of the Accounting Deputy are related to accounts receivable and materials and equipment inventories while Accounts Payable Clerk has primary duties in accounts payable. Each incumbent performs some of the tasks of the other. The Accounting Deputy and Accounts Payable Clerk perform those same duties when needed. Other duties may be assigned as needed.
EXAMPLE OF DUTIES
The following examples of duties and accountabilities illustrates the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position. Employee must comply with all County and department policies, procedures, WAC’s and RCW’s, or other regulatory bodies. Accounts Receivable: Includes receiving, reviewing and receipting money from various county fund sources and allocating those funds to the proper county accounts. Tasks also include preparing deposit documents and making deposits of funds received; processing and reconciling and auditing cash receipts, including preparing ledger entries; and preparing invoices. Prepare variety of complex reports, statements and documents for major County financial projects, year-end projections and special management financial review track and maintain various accounts for correct monthly billing and tracks debt collection activities. Analyze, audit and reconcile financial information on a monthly basis using the STAR report from the county. The position makes accounting adjustments to depletion and additions of rock pits and quarries and enters invoices to appropriate accounts for such activity. Equipment Inventory: Functions as first point of contact and technical advisor for the ER&R program Responds to questions and provides guidance and understanding to customers regarding invoicingResponsible for maintaining employees into computerized fuel systemsCompile, calculate and allocate fleet fuel charges and motor pool replacement costsMonitors monthly fuel costs to track trends to help analyze costs in a yearly basisResponsible for setting up equipment folders for new or updated assets. Responsible for issuing new fuel keysProcessing and calculating monthly fuel data from computerized fuel system to collect monthly billing revenue. All other County motor pool fleet billing relatedTracks fixed assets and maintains related records such as depreciation schedules, additions/deletions, reserves and/or contributing capitalTracks, reconciles and calculates rates, costs and/or life span of assets and replacement fundingKeeping track and verifying of fuel purchases throughout the month to get cost per gallon for fuel sales Responsible for asset tracking within departments to ensure tracking in a timely manner. Collect, inputs and maintains Pits and Quarries inventory and rock purchaseAssigns reimbursable numbers for all reimbursable construction and road repairs Other related duties as assigned by the Finance Manager Collateral Assignments for Accounts Payable Clerk: Responsible for receiving, reviewing and processing invoices for all Public Work Divisions: County Roads, ER&R , Solid Waste, Pits & Quarries into a computerized systemResponsible for ensuring correct BARS coding on each invoice Maintaining and reconciling records such as warrant registers and monthly statements from vendorsMaintaining vendor reference files and other systemsThese tasks include processing accounts receivable according to standard cost accounting and coding proceduresprocessing payments, verifying accuracy of billings into computerized accounting systemsmaintaining and balancing such records as warrant registersOther duties as assignedCollateral Assignments for Secondary Administrative Assistant Backup: Welcomes and assists visitors with front counter transactions such as purchases of plans or assists in applying for permits as well as processing over width/weight permits, plat reviews and project plans.Answers and routes phone calls; Maintains social media platforms. Picks up, sorts, and distributes all incoming mail; collects and process outgoing mail. Responds to and resolves administrative inquiries and questions.Provides clerical, administrative support and assistance to the Public Works Senior Leadership by drafting correspondence, legal publication requests, invoices, reports, and other documents for leadership staff.Coordinates and schedules meetings, agendas, hearings, appointments and travel for leadership, managers and /or supervisors.Allocate mileage sheet for motor pool and fuel key replacement software. Performs data entry of information into databases; maintains databases; filing systems, and ordering supplies.Delivers deposits to the Treasury Department. Performs other related duties as assigned.
SUPPLEMENTAL INFORMATION
Working Conditions: The work of the position is carried out in an office environment sitting at a desk or workstation with desktop computer and standing or sitting at a public service counter. Occasional lifting of office paper supplies may be performed, but is voluntary and incidental to the position’s purpose. Travel is not required as a normal part of the job.Physical Requirements: The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak, and lift up to 50 lbs. of unequal weight. Specific vision abilities required by this job include close and distance vision, peripheral, depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position will be responsible for specialized accounting support activities involving the receiving, reviewing, processing, auditing of a variety of financial documents, responding to questions and inquiries regarding the special area of assignment.Distinguishing Characteristics: The Public Works Department’s accounting requires careful allocation of expenses and receipts to specific accounts. In many cases, federal and state funding of the Department’s maintenance and construction operations involve complex allocations and reporting. This position supports the Finance Manager, accounts receivable and accounts payable accounting support within this environment using complex computerized accounting programs and cost accounting procedures. In addition, the position provides general office support including customer reception in person and by telephone. The position is cross trained with Accounts Payable Clerk, but each has primary duties specific to the respective jobs and each incumbent provides backup for the other. The primary duties of the Accounting Deputy are related to accounts receivable and materials and equipment inventories while Accounts Payable Clerk has primary duties in accounts payable. Each incumbent performs some of the tasks of the other. The Accounting Deputy and Accounts Payable Clerk perform those same duties when needed. Other duties may be assigned as needed.
EXAMPLE OF DUTIES
The following examples of duties and accountabilities illustrates the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position. Employee must comply with all County and department policies, procedures, WAC’s and RCW’s, or other regulatory bodies. Accounts Receivable: Includes receiving, reviewing and receipting money from various county fund sources and allocating those funds to the proper county accounts. Tasks also include preparing deposit documents and making deposits of funds received; processing and reconciling and auditing cash receipts, including preparing ledger entries; and preparing invoices. Prepare variety of complex reports, statements and documents for major County financial projects, year-end projections and special management financial review track and maintain various accounts for correct monthly billing and tracks debt collection activities. Analyze, audit and reconcile financial information on a monthly basis using the STAR report from the county. The position makes accounting adjustments to depletion and additions of rock pits and quarries and enters invoices to appropriate accounts for such activity. Equipment Inventory: Functions as first point of contact and technical advisor for the ER&R program Responds to questions and provides guidance and understanding to customers regarding invoicingResponsible for maintaining employees into computerized fuel systemsCompile, calculate and allocate fleet fuel charges and motor pool replacement costsMonitors monthly fuel costs to track trends to help analyze costs in a yearly basisResponsible for setting up equipment folders for new or updated assets. Responsible for issuing new fuel keysProcessing and calculating monthly fuel data from computerized fuel system to collect monthly billing revenue. All other County motor pool fleet billing relatedTracks fixed assets and maintains related records such as depreciation schedules, additions/deletions, reserves and/or contributing capitalTracks, reconciles and calculates rates, costs and/or life span of assets and replacement fundingKeeping track and verifying of fuel purchases throughout the month to get cost per gallon for fuel sales Responsible for asset tracking within departments to ensure tracking in a timely manner. Collect, inputs and maintains Pits and Quarries inventory and rock purchaseAssigns reimbursable numbers for all reimbursable construction and road repairs Other related duties as assigned by the Finance Manager Collateral Assignments for Accounts Payable Clerk: Responsible for receiving, reviewing and processing invoices for all Public Work Divisions: County Roads, ER&R , Solid Waste, Pits & Quarries into a computerized systemResponsible for ensuring correct BARS coding on each invoice Maintaining and reconciling records such as warrant registers and monthly statements from vendorsMaintaining vendor reference files and other systemsThese tasks include processing accounts receivable according to standard cost accounting and coding proceduresprocessing payments, verifying accuracy of billings into computerized accounting systemsmaintaining and balancing such records as warrant registersOther duties as assignedCollateral Assignments for Secondary Administrative Assistant Backup: Welcomes and assists visitors with front counter transactions such as purchases of plans or assists in applying for permits as well as processing over width/weight permits, plat reviews and project plans.Answers and routes phone calls; Maintains social media platforms. Picks up, sorts, and distributes all incoming mail; collects and process outgoing mail. Responds to and resolves administrative inquiries and questions.Provides clerical, administrative support and assistance to the Public Works Senior Leadership by drafting correspondence, legal publication requests, invoices, reports, and other documents for leadership staff.Coordinates and schedules meetings, agendas, hearings, appointments and travel for leadership, managers and /or supervisors.Allocate mileage sheet for motor pool and fuel key replacement software. Performs data entry of information into databases; maintains databases; filing systems, and ordering supplies.Delivers deposits to the Treasury Department. Performs other related duties as assigned.
SUPPLEMENTAL INFORMATION
Working Conditions: The work of the position is carried out in an office environment sitting at a desk or workstation with desktop computer and standing or sitting at a public service counter. Occasional lifting of office paper supplies may be performed, but is voluntary and incidental to the position’s purpose. Travel is not required as a normal part of the job.Physical Requirements: The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak, and lift up to 50 lbs. of unequal weight. Specific vision abilities required by this job include close and distance vision, peripheral, depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
