Accounting Specialist - Finance

NOTICE TO APPLICANT

Job Description

PURPOSE SUMMARY. Perform specialized accounting and financial support functions for the Payroll and Accounts Payable in accordance with county policies, procedures, and applicable regulations. Maintain, review, and process financial records and transactions in accordance with county policies, procedures, and applicable regulations while supporting efficient and accurate fiscal operations.

ESSENTIAL DUTIES.

1. Accounts Payable and Financial Processing

• Process and record invoices, payments, and other financial transactions.

• Review accounting documents for accuracy of amounts, extensions, codes, totals, discounts, taxes, and supporting documentation.

• Compile and code financial information for computer input and verify output against source documents.

• Calculate, post, balance, receive, and verify financial transactions to maintain fiscal records and systems.

• Review incoming checks and receipts for proper payee, amounts, and signatures.

• Process affidavit letters.

• Forward supplier requests for address or banking information changes to management for verification.

2. Account Reconciliation and Compliance

• Examine and analyze accounting records to verify accuracy of figures, calculations, and postings.

• Identify discrepancies in accounting records and make or recommend corrections as appropriate.

• Monitor accounts, balances, and financial activity to ensure accurate ledger postings and reconciliations.

• Review computer reports to identify and trace sources of errors.

• Reconcile procurement card accounts and review purchases for compliance with county policies.

• Ensure compliance with the provisions of the New Mexico Procurement Code and county fiscal policies, ordinances, and resolutions.

• Maintain detailed records related to unclaimed property filings with the State.

3. Payroll and Department Support

• Support accounts payable and payroll functions in the administration of county financial policies and procedures.

• Process payroll functions for assigned departments.

• May process payroll settlement runs and related payroll reports, as assigned.

• Review county timecards and communicate necessary corrections or adjustments to department timekeepers and supervisors.

• Assist with internal control, auditing, and account reconciliation activities.

• Prepare special and recurring accounting and payroll reports.

4. Customer Service and Communication

• Respond to telephone calls, emails, and written communications in a timely manner.

• Research and resolve routine accounting and payroll questions or issues.

• Communicate payment deadlines and overdue invoice notifications to county departments.

• Provide customer service in person and by telephone.

5. Records Administration

• Maintain subject matter files and retrieve information as requested.

• Ensure records and files remain organized, accurate, and current.

• Receive, sort, and distribute incoming and outgoing mail as assigned.

ADDITIONAL DUTIES. Other duties as assigned.  

QUALIFICATIONS.

A. Education. High School Diploma or equivalent.

B. Experience.  Two (2) years of full-time general bookkeeping experience.  Experience in governmental finance or accounting is preferred. 

C. Education/Experience Substitution. In accordance with County Policy. No substitution for required education.

D. Licenses/Certifications. N/A

E. Other (e.g., post-offer medical exam, polygraph, background check, driver’s license record, etc.). Must pass pre-employment background check.  Must pass pre-employment credit check. 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

Knowledge of:

• Ordinances and regulations, internal controls governing financial operations of the County including financial statements, general ledgers, budgeting, payroll, accounts payable, accounts receivable, fixed asset control and management directives.

• Principles, practices and techniques of public financial administration and budgeting procedures.

• Business English, spelling, grammar, punctuation and advanced accounting techniques;

• Basic arithmetic.

• General office and accounting equipment.

• Computer operation including word processing, spreadsheet, and database software.

Skill in:

• Analyze and evaluate information accurately and follow policies and procedures.

• Read, analyze, and apply applicable ordinances and regulations.

Ability to:

• Analyze and interpret fiscal and accounting records and prepare accurate and complete financial statements.

• Handle sensitive and confidential matters professionally and tactfully.

• Establish and maintain effective and cooperative working relationships with others.

• Work independently.

• Perform repetitive tasks with minimal errors.

Compensation Range

Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person’s race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable Bona Fide Occupational Qualification exists.

Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County. Please see http://www.donaanacounty.org/ada/ for our Public Notice and to get the Testing/Interview Accommodation Request Form or call 575-647-7210 for assistance.