Centralized Accounting Technician

Job Description

JOB TITLE: Centralized Accounting Technician
DEPARTMENT: Finance Department
STATUS: Full time-37.5 hours/week

We offer a no-cost/low-cost health insurance plan option plus Douglas County contributes to a Health Savings Account and a (PERA) pension plan. Become vested in as little as 5 years of employment for lifetime benefits upon retirement!

The essential purpose of this position is to assist the accountants in the preparation of the audit work papers, financial statements, Department of Public Safety, Department of Health and Human Services, and Minnesota Department of Transportation reporting. To perform a wide variety of accounting functions for the operation of the jail, drug task force, social services, public works, and the finance department such as inmate invoicing and payables; capital assets tracking and reporting; tracking contracts and payments; county, various social services, and public works invoicing; and backup for SSIS payments.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of those specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Responsible to organize and review County departments' vouchers for payments to vendors.
• Data entry of vendor names, account codes, and amounts for payment into CostRite and IFS systems.
• Implementation of electronic accounts payable solution.
• Verify reports before disbursing funds.
• Perform positive pay function.
• Print payroll checks and/or accounts payable checks.
• Process and submit sales tax reports and other state reports.
• Process and print 1099's.
• Process receipts to CostRite and IFS.
• Assist in the preparation of the audit work papers and financial statements for the County Audit.
• Assist in reporting to external government agencies. Maintain monthly approval sheets for audits.
• Assist Social Services Accountant to complete special billings.
• Work closely with Social Services Fiscal Officer to the MA batch, proofing, eligibility, and billing. Cross-train to be backup for SSIS payments.
• Manage inmate accounts, invoices, and payables for jail.
• Track capital asset inventory. Work closely with the Coordinator's office on insurance-related additions and disposals. Tie activity to County financial system.
• Maintain contract and construction project files, and track payments.
• Maintain ditch files including set up in document management system. Work with Ditch Inspector to complete yearly ditch billings to taxing districts.
• Learn various applicable systems such as IFS, Capital Assets, CostRite, Office Ally, MN-ITS, MAXIS, PrimeWest Portal, SSIS, MMIS, and TEAM and attend all applicable training.
• Work evenings of the primary and general election to assist with reporting process as determined by the Finance Director and/or Assistant Finance Director.
• Assist Auditor/Treasurer staff in collecting tax payments in times of staff shortages.
• Collect and receipt in each department's deposits. Verify deposits with our financial reports. Prepare and confirm daily deposits with the bank.
• Complies with all rules and policies to maintain a safe work environment.
• Reliable, predictable attendance and punctuality.
• Other duties, as assigned or apparent.

Access to Not Public Data

The incumbent may encounter not public data in the course of these duties. Any access to not public (private-confidential) data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished, incumbent must properly store the not public data according to the provisions Ch. 13.

If a new work assignment requires access to not public data, the incumbent is permitted to access not public data for the work assignment purposes only. Any access to not public data must be strictly limited to the data necessary to complete the work assignment and after the assignment is completed, the employee’s work assignment no longer requires access.

REQUIRED MINIMUM QUALIFICATIONS AT HIRE:

Education/Experience
High School Diploma or GED.

Minimum 2-year Associate's Degree in Accounting
or
a related field
or
4 years experience in a bookkeeping position that includes payables and/or receivables.

Licenses and Other Requirements:
Valid MN Driver's License or ability to obtain within 30 days.
Must pass a criminal background check.

REQUIRED MINIMUM KNOWLEDGE, SKILLS, ABILITIES, & QUALITIES AT HIRE:

• Ability to effectively communicate in English verbally and in writing.
• Ability to follow complex oral and written instructions.
• Ability to interact and provide high-level customer service to both internal and external customers.
• Ability to organize work and pay close attention to detail.
• Ability to prioritize and manage multiple projects. Efficient in completing assignments.
• Strong problem-solving and scheduling skills.
• Ability to proofread documents and make independent corrections.
• Ability to work well under pressure and hit deadlines.
• Must possess highly developed software skills and proficiency in Microsoft Office applications including Excel, Word, and Outlook calendaring and applications. Must have internet skills.
• Ability to handle information with discretion and in a confidential manner.
• Ability to identify and use resources to solve problems and gather information.
• Knowledge of accounting principles, practices, and procedures.
• Ability to make important decisions in accordance with MN Statutes and apply those decisions as required by work situations.
• Ability to work well independently as well as with others as a team always in a professional manner.
• Initiative, creativity, and ability to take charge.

WORK ENVIRONMENT
Public building.

HOURS:
Generally 8:00 am – 4:30 pm Monday thru Friday. 37.5 hours per week. On occasion with some evenings and weekends including during elections. Expected to be on-site during normal working hours.

Physical Demands can involve, but are not limited to:
Amount Lifted:
Amount Lifted Up to 30 lbs.: Rare: = Range: 5 min to 48 min or 2.6 to 26 days
Amount Lifted 31 lbs. to 101 lbs.: Not Present
Amount Pushed or Pulled:
Amount Pushed or Pulled Up to 30 lbs.: Rare: = Range: 5 min to 48 min or 2.6 to 26 days
Amount Pushed or Pulled 31 to 101 lbs.: Not Present
Vision:
Near Vision: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Far Vision: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days
Depth: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days
Field of Vision: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days
Color: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days
Contact With Others:
Works Alone: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Works with Others: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Works around Others: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Customer/Public Contact: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Clients w/ Behavior Challenges: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days
Communications:
Talking: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Hearing: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Reading: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Basic Body Positions:
Sitting: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Standing: Not Present
Walking/Moving About: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days;
Climbing: Not Present
Balancing: Not Present
Crouching: Rare: = Range: 5 min to 48 min or 2.6 to 26 days
Kneeling: Rare: = Range: 5 min to 48 min or 2.6 to 26 days
Crawling: Not Present
Motor Skills:
Handling: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Grasping: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Using Fingers: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Reaching: Rare: = Range: 5 min to 48 min or 2.6 to 26 days
Feeling: Rare: = Range: 5 min to 48 min or 2.6 to 26 days
Driving Rare: = Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days
Exposures To:
Mechanical or Electrical Equipment: Not Present, Pressurized Equipment: Not Present
Burning Material/Equip: Not Present, Explosive: Not Present, Radiant Energy: Not Present
Moving Equipment: Not Present, Heights: Not Present, Fumes/Odors: Not Present
Dirt/Dust: Not Present, Gases: Not Present
See also the Physical and Environmental Factors Form.

EXAMPLES OF EQUIPMENT USED
Computer, copy machine, scanner and printers, phone, adding machine calculators, and other related office equipment.
Software: Microsoft Office including Word, Excel, and Outlook calendaring applications.
Software systems needed to perform position: Series (AS400) and web-based programs, IFS, Capital Assets, CostRite, Office Ally, MN-ITS, MAXIS, Prime West Portal, SSIS, MMIS, and TEAM inmate commissary software, Document Management System, Adobe Pro, Excel, Word, Revenue Recapture.

OTHER
All listed above are essential functions of the job.

Supervision Received: Supervised by the Douglas County Assistant Finance Director.
Supervision Exercised: None
Labor Group: Non-Union
FLSA Status: Non-Exempt
Grade: 6
EEO Job Category: Administrative Support Workers
Work Comp Code: 8810

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer as the needs of the employer and the requirements of the job change.
Revised: 2024