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Accounting Assistant - 2

Job Descriptions

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Position Purpose

Assists in maintaining accurate accounting systems for Head Start of Lane County, including: primary responsibility for Accounts Payable, account analysis and financial reporting, occasional back-up for Accounts Receivable, and Payroll. Utilize SAGE Fund Accounting software to process data and complete reports and other documentation.

Essential Job Responsibilities – Performance Indicators

Accounts Payable (55%).

  1. Serve as administrator for Electronic Requisitioning (E-Req) and assist staff in proper use of the system when necessary.
  2. Process approved electronic requisitions checking for coding accuracy regarding program, region and department and ensuring proper approval levels.
  3. Prepare electronic requisitions for reoccurring expenses such as rents and utilities and process using the E-Req software.
  4. Prepare checks for signature and file with supporting documentation.
  5. Stay current on the rules and regulations regarding proper use of State and Federal Grant funds for Head Start purposes.
  6. Assist staff when necessary regarding proper coding of expenses and federal and state policies regarding purchases.
  7. Meet at least annually with Regional Assistants to go over proper requisitioning and year-end close out procedures.
  8. Generate, audit and file payable reports along with supporting documentation.
  9. Reconcile and analyze all related general ledger accounts on a monthly basis reviewing for accuracy of coding by Program, Region and Department.

Accounting Assistance (45%)

  1. Prepare journal vouchers to post Electronic Fund Transactions for grant revenue, 403(b) payments, garnishments, tax payments and other miscellaneous items.
  2. Maintain distribution and other codes within the SAGE Fund Accounting system.
  3. Assist in various report preparation to keep managers apprised of the agency’s financial status.
  4. Maintain and reconcile Petty Cash for the Central Office and Regions.
  5. Prepare weekly miscellaneous receipts for deposit and prepare and post cash receipts in SAGE.
  6. Generate information for budget preparation and year-end projections.
  7. Prepare for and assist with audit.
  8. Stay current regarding payroll processes and changes in procedures and serve as primary back-up for payroll.
  9. Assist the Accounts Receivable clerk with bank deposits and other related functions as needed and serve as back-up support when necessary.
  10. Assist in revision of Finance Procedure manual as necessary.
  11. Attend occasional meetings, training, etc. as needed or requested.
  12. Other duties as assigned.

Minimum Qualifications

  • Associate Degree in accounting or related field preferred and minimum of four years (full-time equivalent) relevant general accounting and financial analysis experience.
  • Knowledge of SAGE Fund Accounting software and/or proven ability to utilize complex computerized accounting systems.
  • Strong computer skills, word processing, spreadsheets, email and internet.
  • Enrollment in the Child Care Division Central Background Registry.
  • Health Questionnaire required post employment.
     

Knowledge, Skills and Abilities Required

  • Strong diagnostic and problem solving skills, particularly mathematical, bookkeeping and regulatory requirements.
  • Ability to problem-solve and accurately reconcile general ledger accounts and perform other accounting/bookkeeping functions.
  • Strong organizational skills, the ability to monitor and prioritize work load and meet strict deadlines.
  • Ability to work independently as well as in a team environment.
  • Ability to communicate (verbal and written) effectively and appropriately with others.
  • Sustained concentration and attention to detail and accuracy.
  • Ability to interpret state and federal Head Start policies and regulations.
  • Daily sitting at desk for long periods of time, working at computer keyboard. Frequent standing, bending or lifting files and occasionally lifting boxes up to 25 lbs.
  • All communications are potentially sensitive and are subject to Head Start's policy on confidentiality.
     

Position Information

  • 52 weeks per year
  • Barg Unit
  • Supervised by Finance Director

 

This Job Description was last updated on January 23rd, 2007. Revised July 2012

Head Start of Lane County is an EEO Employer.