Tahoe Donner Association Job Description

Transcription

1 Job Title: Accounting Technician II Job Code: 706 Department: Accounting Reports to: Accounting Manager FLSA Status: Nonexempt Class Code: 8810 Salary Level: Hourly 17 Pay Range: $ File Name: Accounting Tech II Prepared Date: 3/15/07, updated 4/27/11 Tahoe Donner Association Job Description SUMMARY The Accounting Technician II is responsible for the Association's general accounting functions associated with daily cash receipts; and/ or accounts payable functions including processing invoices and reconciling accounts; and/ or accounts receivable functions including processing invoices and reconciling accounts; and/ or payroll and budgetary duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Provide excellent service to customers, employees, and business partners. Coordinate outgoing mail including ensuring proper postage on mail; operate mail machine; distribute incoming Association mail. Assist with copy machine key operator duties including clearing jams from machine, answering general questions about operation and coordinates maintenance on machine as needed. Maintain organization of files and reports in an efficient manner. Conduct semi-monthly safety meetings; maintain written documentation of meetings for audit purposes. Assist Accounting Manager and Director of Finance with various duties. Assist in special projects associated with the accounting department, including statistical analysis. Auditing of Daily Sales Enter information into Dynamics SL Accounting and RTP systems. Assist with accounting clerical duties including answering telephone, distributing mail, assisting customers, and other special projects as assigned.

2 May be responsible for one or more of the following duties: Account Receivable Duties: Verify account balance status for members and other interested parties approved to receive information. Manage, organize and update official membership database, including but not limited to address and deed changes, in SL Dynamics and coordinates with applicable departments to maintain additional systems at the Association. Communicate with Member Services Office policies and procedures of the Association related to assessments. Process assessment payments received from members including credit card charges and reconciling cash and checks to bank deposit. Where applicable process Recreation Fees in POS system. Annual invoicing of Homeowner assessment, delinquency fee and creation of monthly interest charge calculation and posting. Process deeds and demands received from title companies and lending institutions. Prepare and mail monthly member assessment notices. Review and reconcile accounts receivable balances and aging report with General Ledger Process and record lien notices as needed. Invoicing of lien charges and posting Administer accounts of members; Research and investigate homeowner inquiries on possible discrepancies. Coordinate accounts receivable payment agreements with members as needed. Maintain and update suspended members list in POS and other files related to delinquencies. Budget Duties: Assimilate budget justification information into computer spreadsheets. Prepare separate budget analysis as necessary. Review and validate budget processing for accuracy and completeness. Payroll Duties: Process semi-monthly payroll by the appropriate days of each month. Verifies all payroll related information to ensure proper and accurate payment including applicable authorizations Bundle checks for distribution to various departments.

3 Distribution of annual W-2 forms from payroll service. Confirm requested time off (sick, vacation, floating holiday, administrative leave) has been earned. Verify hours requested have been entered into the system. Track time off hours used by salaried personnel in system. Add or modify wage garnishments as necessary. Process in-house checks for final, early, retroactive or miscellaneous payroll situations. Re-issue lost or stolen checks if necessary and re-issue stale dated checks upon notification from payroll service. Confirm stop payments requests for same. Organize and maintain payroll files in a secure and confidential manner. Assist employees in understanding pay procedures and paycheck format. Process deductions and contributions for payroll checks in conjunction with Human Resources; add or modify direct deposit information payroll system. Reconcile all computer reports required for payroll processing including worker s compensation reports, check registers, 401k and payroll tax reports to be reviewed by Assist Human Resources with processing employee information into the payroll system including deactivating terminated employees in timekeeping system and payroll software. Prepare computer spreadsheet on expense accrual by department for Group insurance invoices. Notify Member Services and Security of terminating employees. Accounts Payable Duties: Coordinate and prepare weekly payments for invoices received by the Association; Verify invoice amounts, purchase order numbers, prepares batch proofs, prints checks, and prepares checks for mailing. Verify compliance with Association guidelines for purchasing including proper authorization by management and general ledger account coding. Monitor discount and due dates for outstanding invoices to insure the Association is taking full advantage of discounts and invoices are not aged beyond due date. Maintain accounts payable files including matching invoices to check stubs, organize and file reports. Request and confirm stop payment requests. Void and re-issue vendor checks as necessary. Reconcile statements received from vendors and follow up with discrepancies or past-due invoices. Monitor potential 1099 activity monthly and notifies California EDD of potential circumstances including missing tax ID numbers, contractor payments or where appropriate. Process, review and mail 1099s annually in accordance with deadlines. Cash Receipts Duties:

4 Reconcile daily sales information to bank deposits. Accumulate data into report format utilizing Excel spreadsheets. Notify MIS of processing problems including settlement errors. Assist cashier with questions related to daily sales. Issue cashier banks and maintain proper written documentation. Receive and deposit returned banks at end of season or employee termination. Field auditing of cashier banks. Assist in training clerks with transaction terminal processing and cash handling. Maintain stock for cash handling supplies. Daily Sales Auditor Produce variance report Verify employee discounts taken; all such discounts must have the employee s signature and department number. Run exception report in POS to identify sales returns; verify returns have receipt and signature. Verify each morning all POS computers have been closed from previous business day. Contact Managers whose departments have not closed a POS and remind them to close at end of current business day. QUALIFICATIONS To perform this job satisfactorily, an individual must be able to perform each essential duty. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Associate's degree (A. A.) or equivalent from two-year college or technical school; or one year related experience and/or training; or equivalent combination of education and experience. Must have ability to communicate verbally or in writing in an accurate and professional manner, and possess conscientious nature by paying attention to detail and being aware of present or potential errors. Must have strong spreadsheet skills. CERTIFICATES, LICENSES, REGISTRATIONS Requires possession of valid Class C Driver License with a driving record meeting the minimum standards required by the Association insurance carrier. LANGUAGE SKILLS Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

5 MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. REASONING ABILITY Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to remain stationary; move; stoop, kneel, crouch, or crawl. The employee must move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and risk of electrical shock. The noise level in the work environment is usually very quiet. By signing below, I acknowledge that I have received and read the above job description. EMPLOYEE NAME / EMPLOYEE SIGNATURE DATE