What are the responsibilities and job description for the DATA TECH position at Fairbanks Native Association?
Administration Data Technician
(Job Description)
Department: Administration
Category: Regular Full Time
Reports to: Payroll/Benefits Coordinator
Hours of Work: 40 hours
PCN: P302
Level: G-08
FLSA Status: Non-exempt
Date Updated: 04/27/2022
SUMMARY
This position assists accounting managers in maintaining payroll (PR) and accounts payable (A/P) databases and inputs data from various accounting and employee files.
JOB DUTIES
PAYROLL
- Inputs information into the payroll database from PAFs and hiring packets to create employee files
- Updates files as needed upon receipt of subsequent PAF's and related documents
- Prepares employee termination files for review by Payroll/Benefits Coordinator. Calculates employee PTO and retroactive pay for payout
- Prepares and submits employer responses to unemployment insurance claim notices, verifications of employment, and other related inquiries
- Provides data entry in HRIS database
- Communicates with program staff in a professional and positive manner
- Prepares journal entries as required
- Responds to employee inquiries regarding payroll/benefits
- Processes time sheets and payroll documents for each pay period
- Processes and distributes payroll checks
- Files payroll and benefits documents after review by Payroll/Benefits Coordinator
- Fills in for the Coordinator in their absence
- Assists with special projects as directed by supervisor
- Provides general clerical support within Payroll and Human Resources
- Performs other job-related duties as assigned
ACCOUNTS PAYABLE
- Sorts and files documents and performs data entry in an accurate and timely manner.
- Reviews and compares all purchase orders and invoices for accuracy and appropriate signatures.
- Maintains vendor, contract, W-9, purchase orders, and numeric files.
- Distinguishes between monthly and one-time payments of invoices, and retrieves purchase orders from file.
- Reviews, processes, and completes check runs.
- Prepares/creates, complies, copies, and maintains Accounts Payable (AP) file folders.
- Provides travel support as requested to all FNA programs; including preparation and accuracy of all travel documents and/or conference/seminar fees, including airfare, per diem, etc.
- Assists in the analysis of financial information and reports.
- Assists Staff Accountants with maintaining accurate general ledger records; including processing journal entries; opening/closing accounts; reviewing charts of accounts for accuracy, and reconciling accounts.
GENERAL
- Fills in for the Payroll/Benefits Coordinator and the A/P Coordinator in their absence.
- Files HR documents after review by HR Specialist.
- Prepares journal entries as required.
- Assists with special projects as directed by supervisor.
- Perform other job-related and accounting duties as assigned.
NECESSARY KNOWLEDGE, SKILLS, AND ABILITY
- Familiarity with accounting policies and procedures.
- Knowledge of customer service concepts and practices.
- Understanding and sensitivity to diverse cultures and lifestyles, as well as cross-cultural communication styles.
- Skill in operating personal computer utilizing a variety of computer software.
- Skill in managing multiple priorities and tasks concurrently and meet deadlines.
- Skill in oral and written communication.
- Skill in establishing and maintaining cooperative working relationships with other employees.
- Ability to report to work in a timely manner.
- Ability to maintain confidentiality of all records information.
- Ability to work independently as well as with teams.
MINIMUM QUALIFICATIONS (Education & Experience)
- High school diploma or equivalent.
- Two (2) years experience performing diverse clerical duties in the accounting field, including data entry and records management.
- A combination of experience, education, and training that provides the required knowledge, skills, and abilities to accurately complete tasks.
PREFERRED QUALIFICATIONS (Education & Experience)
- Four (4) years of payroll experience.
- Associate’s degree in accounting or related field.
WORKING ENVIRONMENT
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.
The work is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 25 lbs. The majority of work is performed in an office setting with a wide variety of people with differing functions, personalities, and abilities. The office is a non-smoking facility with outside smoking areas. The work requires local travel between various program components of FNA which may involve exposure to extreme weather conditions. Works in an environment where protection of consumer confidentiality is essential. Personal Protective Equipment will be provided where/when needed.
SPECIFICATIONS
Supervision Received:
Position receives direct supervision from immediate supervisor; however, incumbent is expected to effectively perform day-to-day activity independently as denoted within job description. Work will be monitored through weekly meetings, monthly reports, and regular communication with your supervisor. General guidelines for operations are based on program requirements and the general policies and procedures.
Supervision Exercised:
No supervision requirements for this position.
Position Impact:
Impact at the program level is high. Program’s level of compliance with program standards is directly affected by the effective performance of duties, especially as they relate to providing program services.
Contacts:
Contacts may include, and not limited to, volunteers, organizational staff, consumers, and outside agencies.
ACKNOWLEDGMENT STATEMENT
This Job Description describes the essential functions and qualifications. It is not an exhaustive statement of all the duties, responsibilities, or qualifications of the job; and management has the exclusive right to alter this job description at any time without notice. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, job-related duties. This document is not intended to exclude modifications consistent with providing reasonable accommodation for a disability.
This position will (or may) require you to frequently (or incidentally) drive your personal vehicle for FNA business. Per FNA’s automotive insurance policy, in order to drive an FNA-owned vehicle, an individual must be at least 21 years of age. In order to drive an FNA-owned vehicle with consumers in the vehicle, an individual must be at least 25 years of age. No employee may transport an FNA consumer in a personal vehicle.
Continued employment status will be contingent upon satisfactory completion of a criminal background investigation and the pre-employment drug testing process. Where required, continued employment status (post job offer) will be contingent upon employee providing certification of annual tuberculosis (TB) screening and medical certification that employee does not, because of infectious or communicable disease, pose a direct threat or significant risk to the health and safety of program participants or others in the workplace.
Notice: All employment at the Fairbanks Native Association (FNA) is “at will.” This means the employee or FNA may terminate employment at any time and for any reason. Unless specified in writing, no duration of employment is expressed or implied for this position. Your signature indicates that you have read this Job Description and understand the essential functions of and qualifications for the job.
