JUVENILE PROBATION DEPARTMENT – ACCOUNTING SPECIALIST INTERMEDIATE – ACCOUNTING

Minimum Qualifications
Acceptable Experience and Education
High School Diploma and two (2) years of accounting clerk experience in a general office work environment with cash handling experience.

Must successfully complete the department’s pre-employment requirements and background investigation.

Must be at least 21 years of age. Bilingual (Spanish/English) desirable. Must have a telephone and report residence. Must have vehicle for transportation; a current Driver’s License and show proof of automobile liability insurance coverage.

Skills and Abilities

1. Knowledge of financial systems, basic accounting principles, and processes of accounts payable and receivable.
2. Knowledge of English usage, grammar, punctuation and spelling.
3. Knowledge of techniques for effective interpersonal communications.
4. Must be proficient in Microsoft Office Products (Word, Excel, Outlook, PowerPoint etc.) and technical skills allowing for quick learning of various departmental databases.
5. Must have strong planning and organizational skills, be efficient, detail oriented and accurate.
6. Ability to make mathematical computations quickly and accurately.
7. Ability to operate standard office equipment which may include computers and calculators.
8. Ability to communicate, read, understand, and follow written and oral instructions.
9. Ability to use computerized accounting systems, understand and maintain financial accounting files or other record systems, and recognize and correct computational errors.
10. Ability to accurately compare, post and transfer numbers and prepare routine and special financial reports.
11. Ability to prepare and maintain records and filing systems.
12. Ability to plan and execute work both independently and as a team member.
13. Ability to understand transactions in terms of accounting codes and classifications.
14. Ability to learn Departmental and County accounting systems.
15. Ability to communicate effectively orally and in writing.
16. Ability to maintain strict confidentiality.
17. Ability to multitask and work under time constraints and meet required deadlines.
18. Ability to demonstrate regular and reliable attendance.
19. Ability to utilize organizational, interpersonal, analytical, time management, and problem solving skills.
20. Ability to establish and maintain cooperative and effective relationships with those contacted during the course of work.
21. Project positive support of the department and all County organizations at all times.

Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts.

Typical Duties
Essential Duties
Responsible for collecting and balancing monies received by the Juvenile Probation Department.
Maintains daily files on summary sheets, cash count sheets, daily collections report, deposit warrants and receipts; maintains a filing system for financial information, files, and records.
Ensures daily deposits are posted to the correct department accounts.
Records and disburses all restitution payments received in accordance with Family Code54.082 (or applicable laws); enters court ordered fees and reconciles the restitution account and resolves any outstanding balances on accounts.
Reviews and processes bills for payment; ensures voucher or pay request includes the proper payment approvals and corresponding invoice for each voucher and purchase order; ensures that billings are in accordance with established fee schedules and contract terms when applicable; processes all payable vouchers timely and accurately; obtains the proper documentation and acknowledgements to process invoices for payment in a timely manner.
Creates, reviews, and processes purchase requisitions, authorization of services requests, and other financial request forms; reviews for consistency and conformity with department and County guidelines and polices; responds to department requests for processing emergency requisitions.
Verifies department invoices for accuracy identifying and or tracking unusual transactions; checks for duplicate payments; responds to invoice and payment inquiries in a prompt manner; contacts department personnel for confirmation of receipt of materials or services.
Prepares, routes, processes, and follows up on purchase orders and or invoices for the department for approval of payment; verifies purchase orders, prices, and quantity to vendor invoices; submits purchase order increase requests; researches and prepares purchase orders for payment authorization.
Creates and submits accounts receivable related documents for payment to outside agencies for juvenile related services.
Reviews and processes National School Lunch Program meal reimbursements on a monthly basis.
Provides juvenile funding source to applicable departmental applications.
Reviews travel and training expenditure vouchers and processes travel advance requests; verifies and processes employee mileage certification forms; performs audits on personnel mileage forms; reviews for consistency and conformity with department and County travel and training guidelines and polices.
Reviews, researches, and reconciles vendor statements to determine account status; responds to vendor and client inquires; monitors and addresses past due accounts by contacting vendors for invoices.
Maintains, updates, and verifies inventory files to assist in the management of inventory accountability of the Department.
Submits supporting documentation for Commissioners Court approval for the transfer of Departmental property to the County of El Paso for disposal or transfer to other County Departments.
Sorts and distributes incoming and outgoing mail, to include invoices, statements, receiving copies of purchase orders, checks by mail.
Performs internal audits as directed.
Assists with writing and updating the Accounting Unit’s policy and procedures; creates and provides training for accounting processes and applications for Juvenile Probation Department personnel.
Reviews timecards for accuracy and ensures timecards are compliant with County and Departmental policies and procedures; reconciles the HRIS (Human Resources Information System) and verifies employees are in the correct payroll account; collaborates with County Auditor’s (Payroll) and Human Resources and assists to process the Department’s payroll on a biweekly basis by reviewing and editing timecards.
Maintains the department staffing tables and ensures they are accurate and updated; collaborates with Human Resources to review and ensure the accuracy of personnel actions; creates and initiates personnel actions as necessary; generates other reports as necessary.
Substitutes, if assigned, for coworkers during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations.
Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts.
Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.

Other Important Duties
Participates in the Department’s strategic planning and assists in meeting the strategic objectives of the Accounting Unit;
Performs such other related duties as may be assigned;
Must be available to work non-traditional hours and be on call as necessary for crisis situations;
Maintains a safe and healthy workplace environment;
Maintains a professional caliber of attire and decorum at all times.

Job Summary
The Accounting Specialist, Intermediate, under general supervision performs accounting functions requiring technical knowledge and the exercise of independent judgement to perform accounting and auditing work for the department including financial management reports; processing financial transactions; collecting fees, payments, and other accounts receivable and payable transactions; inventory management; create and process requisitions, process payroll, and other financial responsibilities as required.

Additional Information
Organizational Relationships
Reports to: Senior Accountant

Directs: This is a non-supervisory position

Other: Has frequent contact with other department and County employees, other public agencies, and the public

Accountability
The Accounting Specialist, Intermediate is accountable to the Senior Accountant, Director of Financial Services, Deputy Chief of Finance and Support, and the Chief Juvenile Probation Officer.

Physical Demands
While performing the duties of this job, the employee is regularly required to sit and use hands and fingers to handle or feel. The employee frequently is required to reach with hands and arms and talk or hear. The employee is occasionally required to stand, walk, and balance. The employee must frequently lift and/or move up to 15 pounds and manually push/pull. Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus.

Work Environment
Office environment. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

The above is intended to describe the general nature and level of work being performed by this position. The statements are not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Job Location (Place(s) where work is performed)
El Paso County Juvenile Probation Department.