Fiscal Assistant (Library District)

Alachua County; Gainesville (FL); On-site; USD 48,000 - 68,000; Full time

Job summary

Alachua County Library District is seeking an accounting professional to perform payroll coordination, budget monitoring, and financial reporting with strict confidentiality. The role requires an AA with accounting coursework or a related BA, or at least two years of responsible accounting experience, and a criminal history background investigation will be conducted.

The position emphasizes accuracy and discretion in handling fiscal records and assisting in district-wide financial operations and

Qualifications

• AA with accounting coursework or related BA, or 2+ years accounting experience
• Background check required for employment
• Evening and weekend work hours may be required

Responsibilities

• Prepare routine and special fiscal statements
• Process requisitions and invoices; maintain related records
• Maintain ledgers, journals and bookkeeping records
• Prepare payrolls and payroll records
• Prepare and monitor budget expenditures
• Communicate with divisions to handle payroll data and policies

Skills

Payroll processing

Budget monitoring

Financial reporting

Confidentiality

Analytical thinking

Education

AA with accounting coursework or related BA

2+ years accounting experience

Tools

Spreadsheet software

Word processing

Accounting software

Job description

Associate of Arts degree from an accredited college or university with major course work in accounting and two years experience in responsible accounting or bookkeeping work; or a Bachelor's degree with major course work in accounting, business or related field; or any equivalent combination of training and experience. Successful completion of a criminal history background investigation is required prior to employment. Evening and weekend work hours may be required.

This is highly responsible work performing administrative and technical bookkeeping, accounting, and other administrative services operations.

An employee in this class independently coordinates District-wide payroll and processes fiscal records, maintains books ledgers, journals, reviews fiscal documents and information, and prepares fiscal reports and assists in preparing and monitoring budget expenditures. Employee is required to perform job duties with professionalism, exercise discretion and maintain strict confidentiality in all matters, especially as task assignments and/or work environment expose employee directly, or indirectly to private data, protected health information, and employee and labor matters.

Work is directed and reviewed by a higher level supervisor and by internal controls and periodic audits to ensure adherence to established policies and procedures. ESSENTIAL JOB FUNCTIONS

• Prepares routine and special fiscal statements.
• Processes purchaserequisitions andinvoices, maintains related records and assists in controlling inventories.
• Responsible for the completion of specializedadministration projects as needed and required by supervisor.
• Maintains ledgers, journals and bookkeeping records.
• Tracks statistical data and prepares weekly, monthly and annual reports.
• Analyzes department programs to ascertain cost on a cost-accounting basis.
• Audits incoming and outgoing paperwork concerning fiscal matters for errors and makes recommendations for correction.
• Prepares payrolls and maintains payroll records.
• Maintains petty cash and other funds, processes expenditures and reimbursement requests.
• Maintains travel authorization files and processes travel registrations according to established guidelines.
• Assembles or compiles data used in preparation of budgets.
• Assists in developing and installing accounting and bookkeeping methods and procedures.
• Communicates with all divisions concerning the procedures for handling and processing payroll data.
• Ensure patron compliance of all policies and procedures through effective communication and enforcement.
• Provides staff support and administrative analysis work in the development of collective bargaining proposals and agreements.
• Receives and records final performance review form and update records accordingly. Sends out individual reminder spreadsheets spreadsheets to each department at the beginning of each month as specified in personnel rules, and monitors performance evaluations up to completion. Coordinates physical and electronic filing of performance evaluations (Knowledge Lake).
• Calculates and records employee merit/pay increases. Coordinates with Administration Human Resources staff to ensure Personnel Action Form is completed in a timely manner.
• Maintains high collaboration with internal and external business partners, ensuring positive departmental and organizational branding, and customer relationships.
• Effectively and positively brands and represents the Library District in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establishes and maintains effective, respectful and professional relationships with work colleagues, supervisors and managers.
• Performs related duties as required.

NOTE: These examples are intended only as illustrations of the various kinds of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of the principles and practices of government accounting, budgeting and fiscal management.
• Knowledge of office practices, bookkeeping systems, and computerized record processing.
• Knowledge of word processing and spreadsheet software programs.
• Highly skilled in managing projects from concept to completion.
• Ability to analyze accounting problems and assist in recommending solutions.
• Ability to work independently from general instructions.
• Ability to prepare reports and express ideas clearly and concisely, orally and in writing.
• Ability to follow complex oral and written directions to prepare complex financial reports.
• Ability to operate calculator, adding machine, computer and other office equipment.
• Ability to establish and maintain effective working relationships with co-workers, supervisors, Library patrons and community members.
• Ability to prioritize and organize work and projects.
• Ability to learn, interpret and apply departmental and District-wide procedures.
• Ability to pay attention to detail.
• Ability to independently perform administrative tasks and manage multiple projects.
• Ability to exercise independent judgment to make sound decisions.
• Ability to perform research, compile and analyze data, and prepare reports of varying levels of complexity.
• Ability and willingness to maintain strict confidentiality when handling sensitive and protected information, and exercise discretion in all administrative matters.
• Ability and willingness to remain flexible and adapt to change as needed to improve department and organizational performance.
• Ability to manage time, resources and adhere to stringent timelines.
• Ability to communicate effectively, prepare, disseminate and present data in oral and written form.
• Ability to independently interpret, follow moderately complex oral and written Instructions.
• Ability to take initiative and assume accountability for task assignments.
• Ability to work under pressure and with frequent interruptions.
• Ability to prioritize, review and evaluate work.
• Ability to communicate effectively, both verbally and in writing.
• Ability to approach internal and external customer interactions with respect, compassion and diplomacy.
• Ability and willingness to effectively communicate to maintain effective working relationships to ensure department and organizational success.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; talk or hear. The employee is occasionally required to be mobile.

The employee may be required to occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is moderate.

Payroll Experience preferred.