ACCOUNT CLERK III - Cogent Infotech Corporation

Title: Account Clerk III
Duration: 9+ Months Contract

Location: Downtown Honolulu, HI

INTRODUCTION

This position provides fiscal and administrative support including assisting in the development and maintenance of an accounts payable system, recording of fiscal activities, fund management, budgeting control, analysis and preparation of various financial reports, Pcard activities, processing purchase orders/C-41s, and other bill paying activities.

III. MAJOR DUTIES AND RESPONSIBILITIES

A. Fiscal and Accounting 55%

1. Assists with the maintenance of financial controls of federal grant awards through analysis, review and revision of transactional data, and the use of ledgers, registers, spreadsheets, and journals.

2. Maintains a ledger system based on the operational expenditure plan, which shows an accurate accounting of the funds available and expended, in each account.

3. Maintains special ledgers to show expenditures by various categories such as by object code, activity code, vendor and location as requested by the supervisor.

4. Reconciles the General Ledger with DATAMART reports to ensure that WIC expenditures are within the State allotment.

5. Maintains electronic subsidiary ledgers/accounts for multiple fund balances, including grants and ASAP and rebate contracts.

6. Prepares financial status reports of various fund balances as required.

7. Creates and encumbers purchase orders or C-41s, summary warrant vouchers, and journal vouchers to ensure payments and invoices are processed timely with correct and complete accounting information in conformance to state and departmental standards.

8. Performs purchase order and C-41 adjustments upon request such as increases, decreases, close of purchase orders and C-41s, processing new vendor number requests, change of vendor numbers, project numbers, and activity codes.

9. Maintains an accounts payable system, including but not limited to generating periodic reports of outstanding encumbrances and postings.

10. Processes invoices and prepares vouchers for approval to authorize payment. This includes checking and verifying all bills as to units received, pricing extension and total charges before processing for payment and posting payments to the appropriate accounts.

11. Analyzes, verifies and reconciles monthly expenditures. Prepares monthly/quarterly expenditure reports as required by the Branch.

12. Prepares closing entries for revenue, expenditures, and fund balances report. Ensures that accounts are closed, and account balances are eliminated by the end of each fiscal year.

13. Maintains appropriate bookkeeping records of various receipts, deposits and collections.

14. Collects and processes quarterly mileage reimbursement claims for WIC staff members.

15. Responsible to provide transactions and inventory records to ensure appropriate documentation, internal controls, asset and cash management, and overall compliance with State and federal rules during the Departments annual Single Line Audit and periodic federal grantor Fiscal Monitoring Review.

16. Draws funds from the federal Automated Payment Management System (ASAP) and prepares corresponding Treasury Deposit Receipts.

17. Prepares requisitions, places orders for supplies, materials, equipment and contract services. This includes receiving and reviewing requests from all sections, checking these requests against the bid list and budget for availability of funds, calling vendors for quotes, verification of terms of payments, discounts, delivery, stock availability, etc.

18. Generates Pcard purchases to ensure the correct accounting information, the accuracy of the information, its conformance to state and departmental standards and for completeness.

19. Maintains a filing system for purchase orders/Pcard purchases and payments that is easily accessed for account research.

20. Responsible for meeting deadlines as determined by the Supervisor

21. Works closely with the Accountant IV to oversee the daily transactions recorded in the FAMIS accounting system

B. Contracts and Billing 20%

1. Reconciles report of expenditures, processes invoices, posts payments, and maintains electronic ledgers for contracted Purchase of Service providers

2. Audits quarterly expenditure reports from all State Clinics for acceptability of reported fiscal data.

3. Reconciles each agency’s account for acceptability of all costs incurred, based on Federal, State, or other grant requirements.

4. Pre-approves and processes payment for contract invoices for Supervisor’s signature.

C. Administrative 10%

1. Provides fiscal information for and participates in long range planning activities.

2. Assists in the preparation of the budget by providing appropriate fiscal and expenditure data to the supervisor and Branch Administrative Officer.

3. Provides information to the Branch in proper utilization of State fiscal documents.

4. Provides consultation and recommendations to appropriate staff on the availability and source of required fiscal information.

5. Performs routine administrative duties involving fiscal matters independently and as assigned by the Branch Administrative Officer. Compiles fiscal information to complete State and Federal reports.

6. Maintains records of all fiscal reporting policies and procedures, resource materials, fee schedules, and other related documents.

7. Maintains and coordinates service agreements and contracts to insure the repair and maintenance of equipment.

D. Maintaining Inventory 10%

1. Maintains inventory of all WIC and POS Provider equipment, furniture, etc.

2. Maintains appropriate records of purchases and expenditures of equipment, etc.

3. Requisitions, receives and posts all acquired equipment and furnishings while assuring that the State Bid List and other accounting requirements are met.

E. Other Related Duties as Assigned 5%

1. Serves as technical and clerical resource to others involved in accounting and administrative functions.

2. Interacts with other departmental personnel, as necessary.

3. Performs other duties as required. Total: 100% IV.

CONTROLS EXERCISED OVER THE WORK

A. Supervisor Class

B. Nature of Supervisory Control Exercised Over the Work

1. Instructions

Provided Instruction, directions and technical supervision are limited to specifying priorities and expected results. The incumbent is required to plan and carry out necessary work activities independently. In addition to general supervision, the supervisor provides interpretation of laws, regulations and rules that are applicable to the programs, internal control and accounting system procedures.

2. Assistance Provided

The incumbent takes care of most details independently but is expected to seek assistance from the supervisor when major obstacles, such as a dispute with a vendor or service provider occurs.

3. Review of Work

The supervisor reviews the work for accuracy and completeness of the accounting data, process and procedures.

C. Nature of Available Guidelines Controlling the Work

1. Guidelines Available

• Hawaii Revised Statutes and Administrative Rules, applicable federal laws, rules, policy, procedures and memos

• WIC State Plan and Procedures

• Federal grant administration manuals and policy issuance, and various instructions

• Department of Health policy, procedures and memos

• Department of Accounting and General Services policy, procedures and memos

• Budget execution policies

• CFR Title 7/Subtitle B/Chapter II and applicable federal law, rules and regulations

2. Use of Guidelines Procedural guides cover all aspects of the work. The incumbent is expected to know and apply pertinent laws, rules and regulations, policies, and procedures.

V. REQUIRED LICENSES, CERTIFICATES, ETC. N/A VI. RECOMMENDED QUALIFICATIONS

A. Knowledge

1. Mathematics; Business English; spelling.

2. Effectively express written and oral information, and ideas that others will understand.

3. Bookkeeping and Generally Accepted Accounting Principles (GAAP), standard accounting codes; classification and terminology pertinent to accounts maintenance operations, office practices and procedures as they relate to processing and recording transactions and accounting information.

B. Skills/Abilities

Must have the skills/ability to plan and carry out various clerical functions; maintain an effective work pace under periodic deadlines; read and understand manuals and detailed books of instructions; write routine business letters, summaries and reports using prescribed format; deal tactfully with others; operate and maintain various common office appliances and equipment which may include bookkeeping and simple electronic data processing equipment.

C. Education

1. High school diploma or equivalent.

2. Associate Degree in Accounting or Business Administration is preferred.

D. Experience

Generalized Experience One half (1/2) year of work experience which demonstrated knowledge of arithmetic and spelling and possession of the abilities to follow oral and written directions, to write simply and directly and to observe differences in words and number quickly and accurately. Specialized Experience Two (2) years of work experience involved in posting to accounting records and other systematizing of fiscal information, i.e., computing, classifying, and recording numerical data to keep sets of financial accounting records complete and to derive reports therefrom. Such experience must have demonstrated knowledge of standard accounting classification and terminology pertinent to accounts maintenance operations and office practices and procedures relating to the processing and recording of transactions and accounting information.