Financial Clerk II

Anne Arundel County Office of Personnel; Maryland; On-site; USD 52,000 - 76,000; Full time

Job summary

Anne Arundel County Office of Personnel is seeking a Finance Clerk for the Department of Public Works, Bureau of Engineering, to manage complex clerical accounting tasks tied to the Capital Improvement Program. The role coordinates with Project Managers and the County Finance Office to ensure accurate procurement and payment processing.

The position requires a high school diploma with accounting coursework and at least four years of bookkeeping or disbursement experience, with proficiency in

Qualifications

• Knowledge of accounting documents used in billing or accounting systems.
• Familiarity with procurement/disbursement procedures and applicable laws.
• Experience with data processing billing or accounting systems.
• Ability to perform arithmetic computations and maintain complex accounting records.

Responsibilities

• Analyzes procurement requests for correctness of form and funding.
• Generates procurement documents and creates Capital Project procurements in the system.
• Routes approvals for procurements and verifies disbursement data for accuracy.
• Maintains project accounting data, tracks encumbrances, and monitors retainages for contractors.
• Compiles financial statements and reports per standardized procedures.
• Acts as liaison with vendors and internal staff to resolve financial issues.

Skills

Accounting knowledge

Data entry

Attention to detail

Interpersonal skills

Education

High school diploma or equivalent with accounting coursework

Tools

Oracle-Harbor

eBuilder

MS Word

Excel

Job description

Position Description

This posting will be used to fill full-time, permanent positions in the Finance Section, Bureau of Engineering, in the Department of Public Works.

NATURE AND VARIETY OF WORK:

This position handles complex clerical accounting work for every Capital Project managed by the Bureau of Engineering. The main purpose of this position involves creating, compiling, verifying, recording and reporting financial data for all procurements and payment disbursements associated with the Capital Improvement Program (CIP) in coordination with Project Managers and user Agencies and in conjunction with the County's Finance Office.

Examples Of Duties And Knowledge, Skills And Abilities

• Analyzes procurement requests for correctness of form and method, sufficient Capital funding, and completeness of documentation.
• Generates procurement request documents. Creates Capital Project procurements in the financial accounting system.
• Routes procurement requests for approval. Assigns 1st and 2nd level approvals of procurements in the financial accounting system.
• Analyzes and verifies disbursement data for correctness of form and method, sufficient funding, math and completeness of documentation.
• Compiles disbursement data for each vendor which tracks and records financial and related data, such as billing periods, invoice processing schedules, current and accumulated gross and net payments, and remaining encumbrances. Also, monitors retainages withheld and reimbursed for each construction contractor.
• Assigns approval/disapprovals of disbursements in the financial accounting system.'
• Compiles procurement and disbursement data for tracking purposes and to maintain project and payment schedules.
• Contacts vendors, departmental personnel and others to obtain information and resolve financial issues.
• Updates, monitors and maintains financial aspects of the project management database eBuilder.
• Monitors retainages withheld and reimbursements for each construction contractor.
• Tracks deadlines for advertising Notice to Contractors, Consultant Selection Committee procurements and payment disbursements.
• Assists managers and support staff with all aspects of the financial accounting system, such as budget inquiries, purchasing procedures, Enterprise One / Work Day financial reporting, or procurement/disbursement methods.
• Work involves responsibility for performing varied and complex clerical accounting operations requiring knowledge of accounting system characteristics and the interrelationship of manual and computer processes.
• Duties include performing tasks for a major transaction area of the central accounting system or for the maintenance of a subsidiary billing or accounting system of a department or division
• Work is performed with considerable independence within the framework of rules, regulations, policies, and procedures governing the recording and reporting of financial transactions.
• Work is performed under general supervision and is subject to review by superiors and internal and external audit.
• Posts encumbrances, expenditures, cash receipts, revenues, and disbursements to journals.
• Reconciles and balances accounts. Analyzes and evaluates data input and output of a computerized system.
• Examines departmental requests for monies from accounts and confirms the availability of funds. Monitors accounts and notifies agency personnel of over expenditures.
• Authorizes disbursements to vendors and/or taxpayers. Examines vouchers, claims, invoices, checks and supporting data for conformance with established procedures and regulations. Maintains large computer files, database and/or accounting systems.
• Compiles data and prepares financial statements and other statistical and financial reports in accordance with standardized accounting procedures.
• Contacts vendors, departmental personnel, grant recipients and others to obtain and provide information and resolve disagreements.
• May assign, review, approve, supervise and/or train other office support personnel. Handles more complex problems referred by lower level office support personnel. Performs related work as required.

Knowledge, Skills, And Abilities

Thorough knowledge of various accounting documents and their uses in a billing or accounting system.

Thorough knowledge of departmental accounting transaction practices and procedures and related laws and regulations.

Familiarity with data processing billing or accounting systems and their use in the assigned system or sub-system.

Thorough knowledge of technical accounting and bookkeeping principles, practices, and procedures.

Skill in operating a variety of office equipment including calculator, scanner and personal computer.

Ability to make arithmetical computations rapidly and accurately.

Ability to maintain a wide variety of complex accounting records and to prepare reports.

Ability to establish and maintain effective working relationships with other employees and the public.

The following duties are performed in accordance with functional assignment:

Posts encumbrances, expenditures, cash receipts, revenues, and disbursements to journals.

Reconciles and balances accounts.

Analyzes and evaluates data input and output of a computerized system.

Examines departmental requests for monies from accounts and confirms the availability of funds.

Monitors accounts and notifies agency personnel of over expenditures.

Authorizes disbursements to vendors and/or taxpayers.

Examines vouchers, claims, invoices, checks and supporting data for conformance with established procedures and regulations.

Maintains large computer files, database and/or accounting systems.

Compiles data and prepares financial statements and other statistical and financial reports in accordance with standardized accounting procedures.

Contacts vendors, departmental personnel, grant recipients and others to obtain and provide information and resolve disagreements.

May assign, review, approve, supervise and/or train other office support personnel.

Handles more complex problems referred by lower level office support personnel.

Performs related work as required.

Knowledge, Skills, And Abilities

Thorough knowledge of various accounting documents and their uses in a billing or accounting system.

Thorough knowledge of departmental accounting transaction practices and procedures and related laws and regulations.

Familiarity with data processing billing or accounting systems and their use in the assigned system or sub-system.

Thorough knowledge of technical accounting and bookkeeping principles, practices, and procedures.

Skill in operating a variety of office equipment including calculator, typewriter, CRT terminal and personal computer.

Ability to make arithmetical computations rapidly and accurately.

Ability to maintain a wide variety of complex accounting records and to prepare reports.

Ability to establish and maintain effective working relationships with other employees and the public.

Minimum Qualifications

Graduation from high school including or supplemented by accounting or accounting-related course work; and four (4) or more years’ experience in bookkeeping, payroll, or disbursements.

NOTE: This is a confidential position.

Supplemental Qualifications

• Experience in accounting for procurement/disbursements.
• Experience and proficiency using Oracle-Harbor or a related automated financial system.
• Experience and proficiency using eBuilder Project Management System.
• Experience and proficiency using MS Word and Excel.