Accounts Receivable/Special Funds Coordinator

The position of Accounts Receivable/Special Funds Coordinator is a responsible clerical position requiring analytical abilities, common sense, and intelligence. It involves answering and directing calls related to the accounts payable function, inputting and retrieving computer data, and operating office machines. The Accounts Receivable/Special Funds Coordinator will report directly to the Assistant Director of Finance.Responsibilities require consistent attention and commitment to the agency’s mission. All assigned duties and tasks are expected to be performed in an effective, efficient, and safe manner. The jobholder must accept the responsibility to support and promote this organization’s mission and comply with its directives. Personal conduct and behavior (on duty as well as off duty) must be such that it does not bring disrepute or unnecessarily endanger the public’s trust or confidence in the agency or its members. The position requires a high level of problem-solving ability, self-initiative, and the ability and willingness to work a majority of the time without direct supervision. Successful performers are those who are capable and willing to make decisions that are consistently in line with the agency’s mission, goals, and objectives, as well as with the Finance Division’s regulations.The duties of the Accounts Receivable/Special Funds Coordinator include but are not limited to maintaining records and files, recording revenues, issuing deposit receipts, preparing bank deposits, processing invoices for payment, and inputting data into computer systems. Subordinate duties involve answering accounts payable calls, updating files, cross-referencing records, reporting broken and/or damaged equipment to the proper authority(s), and operating the following office machines: personal computer, adding machine, copy machine, typewriter. Member is also expected to maintain an orderly and clean working environment. When not handling major and subordinate duties, member is expected to use their self-directed work time in an efficient manner. This means self-initiating performance on those priority performance tasks assigned to this position by the Assistant Director of Finance or the Chief Financial Officer. The member is expected to accept the responsibility for knowing his or her routine job assignments and performing them without having to be consistently told to do so.Posts payments by recording cash, check, and credit card transactions for various funds, as assigned.Ensure cash receipts are posted to the appropriate account in the accounting system.Deposit checks to the bank using the RDC scanner and prepare cash for deposit to the bank.Process accounts payable invoices, verifying accuracy and ensuring timely payments to vendors.Responsible for ensuring proper procedures are followed prior to invoice payment. This includes obtaining signatures, authorizations, approvals, and proper support documentation.Maintain check registers and detailed reports for all issued checks, ensuring accurate tracking, reconciliation, and documentation of each transaction.Thoroughly review all printed checks for accuracy, verifying details such as amounts, payees, and dates to ensure correctness before distribution.Investigate and resolve irregularities in both incoming and outgoing payments.Maintain detailed and organized records of all accounts receivable and payable transactions. Ensure compliance with agency policies and relevant regulations.Maintain Excel spreadsheets, ensuring accuracy and reliability of data, on various departmental charges for management purposes.Prepare monthly bank account reconciliation ensuring all transactions are accurately matched and discrepancies are promptly identified and resolved.Reconcile and prepare payment for monthly purchasing card statements for Agency and Trust Funds.Process payments for travel and training-related expenses for certified and civilian personnel. Verify all hotel, tuition, and per diem information on the Training/Travel Request form. When travel is complete, obtain the signed Training/Travel Return Voucher, reconcile the per diem and hotel receipts, and make necessary adjustments.Prepares the monthly budget request to the Board of County Commissioners.Responsible for receiving and distributing mail for the Finance Division. This includes opening and date stamping correspondence, checks, invoices, etc., and distributing them to the appropriate personnel.Collaborate with management and offer possible solutions to problems as they arise. Assist with the development and implementation of policies and procedures regarding accounts receivable.Assist the Assistant Director of Finance and Chief Financial Officer with identifying accounts receivable at the end of the fiscal year-end.Assist with the annual financial audit as needed.Fill in for the Accounts Payable Coordinator, when necessary.Perform other duties as assigned, demonstrating flexibility and adaptability in a dynamic work environment.Additional Duties:Communicate with vendors and employees via phone and in person to resolve problems related to the accounts payable/receivable function.Order supplies and maintain the Finance Division equipment and machinery.High School Diploma or GED and one to two years related accounts payable experience and/or training; or equivalent combination of education and experience. Associate’s degree preferred.Minimum Qualifications and Standards RequiredCertificates, Licenses, Registrations:Physical Demands:Tasks are performed mostly inside and typically do not require heavy lifting, pushing, pulling, or carrying of moderately heavy loads.Work Environment:Work conditions are generally stable.Removal:Removal can be with or without fault of the jobholder or the agency. Economic conditions that cause reductions in work force, the member’s inability to attend regularly to work, chronic illness, and a failure to perform competently on any of the critical tasks of the position or a consistent failure to perform competently on regular tasks are among the major reasons for job removal without the fault of the jobholder. Failures to support the agency’s mission, uphold the oath of office, behave in a manner that supports the Sheriff’s Office Code of Conduct, continually comply with preconditions for original employment, or to continually comply with regard for the civil liberties of any persons will lead to removal with or without fault. In addition, accruing an inordinate amount of dysfunctional work time or requiring an inordinate amount of supervisory counseling or remedial training will lead to removal with or without fault. (Pursuant to Section IX of the Rules and Regulations)

#J-18808-Ljbffr