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State of Georgia Job Description

Job Title: TS: Financial Ops Gen (AL)
Job Code: 40806
Last Update: 9/1/2010
Salary Plan: Statewide Salary Plan (SWD)


(SWD)

Job Description, Responsibilities, Standards, and Qualifications

Job Description:


Performs paraprofessional accounting and fiscal control functions, such as accounts payable and receivable, payroll preparation, budget monitoring or related processes. Provides customer service and technical program support for an accounting office or related financial function. Acts as lead worker.


Job Responsibilities & Performance Standards:

1.
Performs job responsibilities with minimal supervision
1. Carefully reviews all source documents for appropriate content and accuracy.
2. Correctly identifies inaccurate, inadequate or missing information.
3. Takes appropriate measures to correct or add necessary information.
4. Assigns correct accounting codes according to established guidelines.
2.
Serves as job expert or organization resource in assigned areas
1. Receives and batches source documents according to applicable methods.
2. Accurately records transactions in a timely manner and according to established procedures and system guidelines.
3. Adequately analyses and reviews recorded transactions to ensure accuracy of entry. Appropriately determines sources of errors and/or makes corrections.
4. Categorizes income into appropriate accounts.
5. Appropriately resolves recording errors.
3.
Acts as lead worker
1. Gathers appropriate information, compares records and correctly traces inaccuracies or omissions.
2. Accurately determines and initiates appropriate corrective actions.
3. Accurately records adjusting or correcting entries in accordance with generally accepted accounting principles.
4. Completes reconciliations within appropriate time frames.
5. Notifies appropriate authorities regarding balancing/reconciling discrepancies, problems and/or trends.
6. Appropriately transfers accounting data from individual accounting journals and ledgers to general ledgers within established time frames.
7. Performs calculations required to correctly balance and reconcile accounting records.
8. Researches errors and properly corrects balancing and reconciling problems.
4.
Analyzes financial reports to assess compliance
1. Performs adequate research to collect accurate and appropriate data.
2. Compiles data and prepares reports according to guidelines for format and content.
3. Effectively proofreads and edits reports for content, accuracy, consistency and clarity.
4. Submits reports in a timely manner and according to established procedures.
5. Appropriately drafts associated documents (eg. letters, memos, or other narratives).
5.
Balances, reconciles, and the maintenance of accounting/financial records and related transactions
1. Properly receives and records receipts and computes accurate totals.
2. Accurately identifies, traces and corrects any discrepancies between receipts and cash/checks.
3. Accurately codes receipts for entry into the accounting records
4. Records correct information into accounting records.
5. Deposits or forwards funds to appropriate staff according to established procedures.
6. Determines appropriate revenue state chart of accounts for unidentified receipts.
6.
Collects fees or revenues, disburses payments and posts to appropriate accounts
1. Maintains complete, accurate and readily accessible files that conform to applicable policies, procedures, guidelines and standards.
2. Regularly purges files in accordance with policies on record retention.
3. Follows guidelines for providing information to auditors and others.
4. Maintains confidentiality of records, files and other documentation.
7.
Compiles and prepares accounting reports
1. Correctly matches and verifies invoice amounts to source documents.
2. Accurately calculates and verifies amounts of payments.
3. Prepares checks accurately obtaining appropriate signatures as necessary.
4. Issues checks within established time frames.
8.
Complies with federal, state, and agency policies, procedures, and regulations May apply GAAP guidelines
1. Accurately prepares payroll according to established time frames, guidelines and procedures. Initiates appropriate and correct employee payroll deductions.
2. Compiles accurately and/or verifies payroll-related reports.
3. Accurately balances certified payroll to local pay records. Initiates appropriate corrections.
4. Accurately sorts and distributes pay checks.
5. Receives and accurately processes void and hand-drawn/adjustment requests.
6. Properly identifies payroll errors and initiates appropriate corrections.
7. Receives and accurately processes outside requests involving employee pay, such as garnishments, levies, bankruptcies, child support wage assignments according to applicable guidelines.
8. Provides accurate information to employees regarding payroll deductions and/or benefit options.
9. Promptly and correctly remits all employee trust balances to appropriate third parties according to applicable laws and guidelines.
9.
Identifies and corrects procedural problems revealed in reviews and audits
1. Performs adequate research and compiles accurate status reports of financial conditions.
2. Compares financial status reports with projected budgets and correctly ascertains potential for cost overruns or other budget problems.
3. Reports potential budget problems to supervisor or other appropriate staff in a timely manner.
4. Makes appropriate recommendations regarding budget preparation.
5. Reviews budget data to ensure information is entered accurately into the accounting system.
10.
May compile or participate in the development of budget data and related documents
1. Verifies availability of funds for purchases.
2. Prepares specifications in accordance with applicable regulations, procedures and guidelines.
3. Obtains bids from vendors in accordance with applicable regulations, procedures and guidelines.
4. Appropriately processes contract requests and orders for large purchases.
5. Correctly matches items received with purchase orders/contract. May approve appropriate invoices for payment.
6. Appropriately resolves problems with vendors/contractors.
7. Ensures accuracy and completeness of payment packages by reviewing information.
8. Ensures accurate purchasing records are maintained.
9. Exercises independent judgement in the review and approval of more complex or unusual/non-standard purchase requests.
11.
Monitors individual department budgets or expenditures, and identifies budget variances
1. Promptly provides information, documents and any other requested assistance to auditors or other reviewers.
2. Regularly reviews accounting documents/reports. Properly identifies procedural errors.
3. Makes appropriate recommendations for correction of procedural errors. Oversees the corrective process.
4. Properly identifies procedural problems causing quality assurance errors and audit exceptions.
5. Implements appropriate procedural changes to remedy identified problems and improve quality and productivity.
12.
Reviews documents for compliance, completes or approves transactions, and communicates program information/regulations to clients
1. Prepares budget according to established formats, guidelines and time frames.
2. Ensures budget is developed within allowed tolerances in budget categories.
3. Monitors expenditures to ensure conformity to budget category allowances. Identifies potential cost overruns.
4. Submits unit budget requests to appropriate staff.
13.
Verifies the accuracy of information to be billed, tracks account activity, bills consumers and resolves billing inquiries
1. Accurately and promptly performs clerical duties such as: purchasing and issuing supplies, maintaining leave records, distributing mail, typing, answering the phone, etc.
2. Responds promptly, effectively, and appropriately to requests for information and assistance.
14.
Supervises or leads clerical, paraprofessional or other staff. (Performed by some incumbents)
1. Appropriately conducts or participates in interviews of applicants for position vacancies.
2. Provides appropriate on-the-job training to new hires and/or arranges work-related training opportunities.
3. Assigns work to employees based on workloads, staff abilities or other relevant factors.
4. Structures job duties of subordinates to meet organizational goals with available resources.
15.
Identifies training needs, providing guidance and training to less experienced staff. (Performed by some incumbents)
1. Trains staff on new processes and procedures, as necessary.
2. Provides accurate and timely information to staff in response to questions.
3. Trains staff on department policies, procedures and other appropriate rules or laws in a timely manner; providing necessary supporting documentation.
4. Updates training materials as necessary and clearly communicates changes to staff in a timely manner.
16.
Creates and maintains a high performance environment characterized by positive leadership and a strong team orientation. (Performed by some incumbents)
1. Defines goals and/or required results at beginning of performance period and gains acceptance of ideas by creating a shared vision.
2. Communicates regularly with staff on progress toward defined goals and/or required results; providing specific feedback and initiating corrective action when defined goals and/or results are not met.
3. Confers regularly with staff to review employee relations climate, specific problem areas and actions necessary for improvement.
4. Evaluates employees at scheduled intervals; obtains and considers all relevant information in evaluations and supports staff by giving praise and constructive criticism.
5. Recognizes contributions and celebrates accomplishments.
6. Motivates staff to improve quantity and quality of work performed and provides training and development opportunities as appropriate.
17.
Maintains knowledge of current policies and procedures by reading memos, notices, and other literature and attending training sessions, meetings and conferences. (Performed by all incumbents)
1. Attends staff and unit meetings and supervisory conferences as scheduled to stay up-to-date with changes in policies and procedures.
2. Attends internal and external education programs for continuing professional education.
3. Reads and remains current on any changes to agency policies and procedures and applicable laws and rules.


Sample Technical Competencies:

1.
Skill in basic accounting
2.
Ability to verify calculations and other information
3.
Skill in reviewing claims for processing
4.
Ability to record expenditures in databases and log books
5.
Ability to query and balance budgets with monthly reports
6.
Ability to prepare reports for vendors

Entry Qualifications:

AssociateĀs degree in a business curriculum or related field AND Two years of experience performing accounting and/or fiscal control functions OR BachelorsĀ degree in a business curriculum or related field OR Four years of experience performing accounting and/or fiscal control functions OR One year of experience at the lower level or at an equivalent position


Preferred Qualifications:

No preferred qualifications information is available.



Career Development Levels:

1.
FIT023 - TS: Financial Ops Gen(SP)
NOTE:
Job description information is extracted daily from the official Phoenix HRMS Job Code database. Problems in conversion may cause formatting errors in some job descriptions.

The information presented, while not an exact or exhaustive listing, describes the work, performance standards, and qualifications typically required of positions or employees in this job. A specific position description or employee performance plan may differ as long as it is consistent with the core Responsibilities, Standards and Qualifications of that job.
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