Staff Accountant

Job Summary

This is a limited-term, full-time position expected to continue through 2028. The assignment may be extended or concluded earlier at the District’s discretion. A cover letter and resume are required to be considered.

Definition

Under general supervision, performs a variety of accounting duties in support of accounts payable, payroll, purchasing, and other accounting and financial functions as assigned and in accordance with District policies, procedures, and schedules; maintains manual and computerized accounting and financial records; and performs related work as required.

Supervision Received and Exercised

Receives general supervision from the Finance Manager. Exercises no direct supervision over staff.

Class Characteristics

This journey-level classification is responsible for independently performing professional and technical accounting duties supporting general accounting, accounts payable, payroll, purchasing, financial reporting, reconciliations, and related financial operations. Incumbents may be assigned primary responsibility for specific functions and are expected to be cross-trained to provide backup support across Finance Department operations. Incumbents exercise independent judgment in applying accounting principles, reconciling financial information, resolving discrepancies, and preparing financial records and reports.

General Accounts Payable, & Purchasing Functions

• Ensures invoices and purchase requisitions are accurate and properly authorized for payment; enters invoices into the District’s automated financial system; processes invoices for timely payment; matches receipts against credit card charges; ensures credit card receipts are coded correctly.
• Prepares and posts journal entries and assists with maintaining the general ledger.
• Reconciles assigned general ledger accounts and investigates discrepancies.
• Aids in month-end and year-end closing activities, including preparation of adjusting entries and supporting schedules.
• Aids in preparation of monthly, quarterly, and annual financial reports.
• Aids in budget monitoring, expenditure tracking, and preparation of budget reports.
• Reconciles the outstanding accounts payable at month end to the general ledger balance and investigates discrepancies.
• Verifies accuracy of vendor records; provides data to Finance Manager for new vendors, reconciles vendor invoices to ensure timely payment, discounts and taxation are appropriate, arithmetic is correct, accurate dues dates, and ensures invoice is not a duplicate; prepares vendor file folders and labels; prepares and files supporting vendor documents.
• Gathers credit card receipts, matches them to statements, makes sure charges are coded correctly, and all receipts are received.
• Reviews financial transactions to identify those subject to sales and use tax reporting requirements; maintains supporting documentation and provides information to the Finance Manager for preparations and filing of sales and use tax reports.
• Reviews purchasing transactions for compliance with established purchasing procedures, approved budgets, and District policies and provides guidance to purchasers in each department with system workflows.
• Tracks and records District assets; assists with maintaining the District’s asset and depreciation schedule in the financial system, reconciles the assets and accumulated depreciation at month end to the general ledger balance, and investigates discrepancies.
• Tracks District vehicle registrations and titles; matches fuel receipts for active District vehicles to fuel statements in a timely fashion.
• Processes payroll through current software system; maintains and reconciles employee payroll and other assigned accounts; compiles, reviews, and verifies data and information to prepare assigned payroll or designated accounting reports.
• Reconciles payroll deductions to vendor benefit charges and balance sheet accounts; prepares reports and supporting documentation as needed for the Board of Trustees; prepares and maintains records related to California Public Employees’ Retirement System (CalPERS) reporting, employee accrued leave buyback requests, and related payroll matters.
• Performs bank reconciliation, cash reconciliations, and other assigned accounting reconciliations; researches and resolves discrepancies.
• Responds to inquiries from District personnel and vendors concerning financial and accounting issues.
• Enters, maintains, and retrieves information and data using accounting, financial, payroll, and other electronic information systems related to assigned responsibilities.
• Processes Trustee stipends and reimbursements; reviews supporting documentation and ensures accurate recording and timely payment.
• Prepares monthly Board cash disbursement reports.
• Establishes and maintains a variety of filing, recordkeeping, and tracking systems; retains related records; collects files that need to be destroyed; prepares files for scanning into electronic storage.
• Performs general office support duties such as making photocopies, preparing labels, filing documents and receipts, shredding documents, mailing or distributing checks, and preparing various written materials.
• Provides supporting documentation and schedules for the annual financial statement audit.
• Interacts with co-workers at all levels in the District in a collaborative and customer service-oriented manner.
• Performs other duties as assigned.

Payroll & Benefits Accounting Functions

• Verifies, audits, edits, and processes the District’s semi-monthly or bi-weekly payroll; reviews timekeeping discrepancies and works with appropriate departments and/or supervisors to resolve these issues; reviews employee electronic payroll timecard entries to ensure proper accounting of employee hours worked and leave hours utilized; makes overtime and compensatory time calculations where necessary; rolls over electronic time cards into payroll module for further adjustments.
• Generates, reviews, and reconciles payroll reports to ensure accuracy and completeness of payroll, earning statements, deductions, and related records; communicates identified discrepancies and required updates to Human Resources and other departments, as appropriate, prior to payroll processing.
• Communicates payroll policies and procedures to employees and answers technical questions.
• Identifies and resolves discrepancies; enters, posts, verifies, handles, and retrieves various routine-to-complex payroll or general accounting data, reports, and information; compiles, generates, and distributes required reports.
• Maintains compliant policies and procedures for processing payroll checks; provides input on payroll-related matters, policies, procedures, and best practices as needed.
• Reconciles payroll deductions to vendor benefit charges and balance sheet accounts; prepares reports and supporting documentation as needed for the Board of Trustees; prepares and maintains records related to CalPERS reporting, employee accrued leave buyback requests, and related payroll matters.
• Inputs the CalPERS reporting for payroll-related events; attends regular CalPERS training and keeps up with CalPERS rules and regulations regarding Classic and PEPRA members.
• Prepares payroll-related journal entries and reconciles payroll liability accounts.
• Aids in payroll system testing, upgrades, implementation activities, and troubleshooting.
• Aids in year-end payroll reporting, including W-2 processing and payroll tax reconciliations.
• Aids in maintaining payroll procedures and recommends process improvements for management consideration to improve efficiency and compliance.
• Initiates timeclock set-up for new employees; creates, coordinates, and maintains payroll schedules and related logs; establishes and maintains payroll records; receives, processes, and enters wage garnishments and loans; verifies employee banking records to process payments accurately; reviews, audits, and corrects payroll, retirement, and other related records, as necessary.
• Processes annual and quarterly employment taxation returns for federal and state agencies and ensures proper filings.
• Reconciles discrepancies in filings and payroll records.
• Processes and records payments for garnishments, state and federal employee and employer taxes, employee income tax withholdings, and other ancillary payroll-related items.
• Researches discrepancies with taxing agencies.
• Provides training as needed to employees and departments regarding payroll policies, procedures, and best practices.
• Enters, maintains, and retrieves information and data using accounting, financial, payroll, and other electronic information systems related to assigned responsibilities.
• Performs general office support duties such as making photocopies, preparing files and labels for new hires, filing documents and receipts, shredding documents, mailing or distributing checks, and preparing various written materials.
• Provides supporting documentation of the District’s payroll records for the annual financial audit.
• Interacts with co-workers at all levels in the District in a collaborative and customer service-oriented manner.
• Performs other duties as assigned.

Cross-training and Department Support Functions

• Cross training in accounts payable, payroll, purchasing, general accounting, reconciliations, financial reporting and other Finance Department functions.
• Provide backup support for payroll, accounts payable, purchasing, bank reconciliations, financial reporting, and audit support activities as assigned.
• Aid in implementation, testing, maintenance, and troubleshooting of financial, payroll, and timekeeping systems.
• Maintain written procedures and documentation to support continuity of operations and succession planning.
• Support internal controls through proper documentation, review procedures, and segregation of duties.
• Perform related accounting, financial, and administrative duties as assigned.