Bookkeeper/Office Coordinator

17 Sep 2019
28 Sep 2019
Job role
Contract type
Full time
Job Code – Title: Bookkeeper/Office Coordinator

Job Summary:

Performs a combination of administrative and bookkeeping tasks for a local unit; applies fundamental bookkeeping knowledge and skills to varied bookkeeping tasks such as posting, checking entries, issuing checks, balancing accounts, and preparing financial reports for assigned accounts; prepares and maintains financial records in an accurate, complete, and timely manner; ensures the accomplishment of the various office tasks in the most efficient and effective manner possible; prepares various routine and special reports to keep the Officers abreast of progress; ensures office operations are in compliance with established departmental policies and procedures; completes all human resources functions for Corps.

Essential Functions:

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job–related responsibilities and tasks other than those stated in this job description.

Bookkeeping Responsibilities (50%)
  • Posts and maintains a variety of ledgers; enters income and expense data into computerized financial systems; proofs entries to verify accuracy and completeness; prepares and makes journal entries, balances accounts and prepares reports.
  • Transfers totals from ledger accounts to routine financial statements; prepares journal vouchers and posts data from general ledger to monthly financial reports – Income & Expense Statement, Balance Sheet, Bank Reconciliation, Mileage, Self–Denial, Accounts Receivable and Payable Reports, etc..
  • Prepares checks; processes vouchers received from local corrections centers; enters data; obtains authorized signatures on checks and distributes checks; prepares and files necessary back–up paperwork.
  • Posts and maintains accounts payable ledger; receives, dates, stamps, obtains approval stamp, and codes all invoices; matches invoices with appropriate back–up paperwork and purchase order; enters data into the accounts payable system; runs reports weekly to determine bills that are due; enters cash payments into the computer; runs checks, records disbursements in all cash ledgers, and distributes checks.
  • Posts and maintains accounts receivable ledger; receives invoice payments and verifies amount due; prepares receipt, stamps check, posts payment, runs reports, and completes and files deposit slip; determines source of funds and makes appropriate entry into cash books; maintains records of amounts receivable from Divisional Headquarters, Territorial Headquarters, other units and vendors; collects amounts from officers and employees for personal phone calls, uniforms, etc.
  • Receives, records, and deposits cash receipts; prepares daily tabulations and reports of cash receipts; distributes receipts to proper funds; makes daily entries into cash receipts ledger; makes adjusting entries as necessary i.e. voids checks and bank charges, etc.; prepares checks for deposit; reconciles bank balance to book balance; travels to make daily bank deposits.
    Classifies receipts and disbursements in accordance with established codes; maintains billing and posting of charges and credits to accounts; prepares summary reports.
  • Posts payments of expenditures; issues checks as necessary; maintains specified fund accounts and verifies daily deposits.
  • Prepares Divisional Headquarters remittance forms listing monies owed for insurance, statewide and support service, retirement, property income and expense, vehicle replacement, and miscellaneous.
  • Prepares and balances bank reconciliations and copies financial statements.
  • Maintains checking accounts by making timely deposits, tracking bank balance and reconciling accounts; follows–up with bank to resolve errors; maintains complete file of deposit slips and cancelled checks.
  • Prepares and processes employee records and payroll; collects employee timesheets; records hours on worksheets and balances the same; serves as liaison to the payroll administrator vendor and shares payroll figures; mails original worksheet to Divisional Headquarters and maintains a copy of the same.
  • Provides assistance in performing routine audits; prepares audit work papers; assembles and prepares records for presentation to auditor; answers auditor questions as necessary; prepares a response to items in the audit report.
Office Coordinating Responsibilities (30%)
  • Prepares, types, and processes correspondence, check requests, audit sheets, forms, invoices, legal documents, notices, bulletins, manuals, etc.; ensures the accuracy, completeness, and timeliness of the same.
  • Prepares and maintains office records, reports, databases, journals, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data to maintain office records; researches office files to locate specific information found in documents, correspondence, lists, forms, etc. in order to prepare specific reports.
  • Prepares and proofs various routine reports; compiles and records information and statistics necessary to generate routine reports; proofs reports for errors and to ensure they are grammatically correct.
  • Receives and responds to questions or problems regarding the office operations; researches information in order to provide information or resolve problems in a timely manner.
  • Receives, sorts, collates and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail.
  • Performs routine filing of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring–up filing system; ensures the files are maintained in an organized and efficient manner.
  • Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents.
  • Participates in regular staff meetings with the office employees to discuss work priorities, practices, and procedures; resolves operational and personnel problems; provides recommendations for improvements and/or enhancements in office productivity.
  • Orders office supplies and ensures that the office supply inventory is maintained at a level to meet the needs of the department; prepares purchase requisitions and orders equipment and any other special items required for the office operations.
  • Performs limited decision–making as granted by the Corps Officers, in their absence, which may include minor public relations issues, human resources, or supply purchasing situations.
Human Resources Responsibilities (20%)
  • Completes all employment action documentation for Corps employees including but not limited to new hire, background checks, E–Verify, classification changes, and separation, FMLA, and workers compensation; completes and maintains employment files for employees.
  • Conducts new hire orientation for new employees; explains policies, procedures, and mission statement to all new employees; completes and maintains employment files for employees.
  • Ensures paperwork is submitted to DHQ Human Resources for review and approval by the Divisional Finance Board in a timely manner.
  • Completes and submits paperwork for Christmas Seasonal employees to DHQ Human Resources, ensures that all paperwork is completed, accurate, and submitted in a timely manner.
Other Responsibilities:
  • Maintains and balances assigned petty cash fund; receives and verifies vouchers to be paid ensuring authorized signature of approval is present; prepares back–up paperwork for new checks to be written and cashes checks received.
  • Participates in the preparation and management of the budget.
  • Monitors and verifies monthly telephone bills and determines personal calls for proper collection and remittance.
  • Prepares and distributes thank you letters and memorial cards for contributions; maintains accurate and complete records of donor contributions; prepares tax receipts as requested by donors.
  • Performs other duties as assigned.
Materials and Equipment:
Personal Computer General Office Equipment

Knowledge, Skills and Abilities:
  • Knowledge of basic double–entry bookkeeping principles and practices and of applications to accounting transactions.
  • Knowledge of modern data entry methods as they pertain to bookkeeping functions.
  • Knowledge of modern office methods, procedures, and practices.
  • Knowledge of financial accounting systems and procedures.
  • Ability to prepare routine and special financial reports and records.
  • Ability to accept fiscal responsibility of assigned functionalized accounts.
  • Ability to answer the telephone in a courteous and tactful manner.
  • Ability to maintain the confidential nature of the work.
Minimum Qualifications Required:

Education and Experience:
  • Associate's degree from an accredited college or university in accounting, bookkeeping, business administration, or related field,
  • At least two years experience in the performance of bookkeeping and related work with some exposure to data entry methods,
  • Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
Valid State Driver's License

Physical Requirements:
  • Ability to meet attendance requirements.
  • Ability to read, write..... click apply for full job details