BOOKKEEPER

 

 

JOB DESCRIPTION

Compute, classify, and record numerical data to keep financial records complete. Perform any combination of routine calculating, posting, and verifying duties to obtain primary financial data for use in maintaining accounting records. May also check the accuracy of figures, calculations, and postings pertaining to business transactions recorded by other workers. Compile and keep personnel records. Record data for each employee, such as address, weekly earnings, absences, amount of sales or production, supervisory reports on ability, and date of and reason for termination. Compile and type reports from employment records. File employment records. Search employee files and furnish information to authorized persons. Compile and post employee time and payroll data. May compute employees' time worked, production, and commission. May compute and post wages and deductions. May prepare paychecks. Analyze financial information and prepare financial reports to determine or maintain record of assets, liabilities, profit and loss, tax liability, or other financial activities within an organization.

 

DUTIES AND RESPONSBILITIES

General Clerical/Computer Operation

•      Perform general office duties such as filing, answering telephones, and handling routine correspondence.

•      Type correspondence, reports, text and other written material from rough drafts, corrected copies, voice recordings, dictation or previous versions, using a computer, word processor, or typewriter.

•      Address envelopes or prepare envelope labels, using typewriter or computer.

•      Operate and resupply printers and computers, changing print wheels or fluid cartridges, adding paper, and loading blank tapes, cards, or disks into equipment.

•      Transmit work electronically to other locations.

•      Work with technical material, preparing statistical reports, planning and typing statistical tables, and combining and rearranging material from different sources.

•      Use data entry devices, such as optical scanners, to input data into computers for revision or editing.

•      File and store completed documents on computer hard drive or disk, and/or maintain a computer filing system to store, retrieve, update and delete documents.

•      Print and makes copies of work.

•      Perform other clerical duties such as answering telephone, sorting and distributing mail, running errands or sending faxes.

•      Operate 10-key calculators, typewriters, and copy machines to perform calculations and produce documents.

•      Operate spreadsheet programs and other types of software to load and manipulate data and to produce reports.

•      Enter commands, using computer terminal, and activate controls on computer and peripheral equipment to integrate and operate equipment.

•      Load peripheral equipment with selected materials for operating runs, or oversee loading of peripheral equipment by peripheral equipment operators.

•      Monitor the system for equipment failure or errors in performance.

•      Notify supervisor or computer maintenance technicians of equipment malfunctions.

•      Record information such as computer operating time, problems that occurred, and actions taken.

 

KNOWLEDGE AND ABILITIES

Budget

•      Assists in preparation of fiscal year budget. Provides assistance in operational recommendations and department expense tracking.

•      Assists in preparation of fiscal year budget revision. Provides assistance in operational recommendations and department expense tracking.

•      Compile budget data and documents, based on estimated revenues and expenses and previous budgets.

•      Enter approved budgets and budget revisions into accounting software.

•      Develop, maintain, and analyze budgets, preparing periodic reports that compare budgeted costs to actual costs.

 

Purchasing/Accounts Payable/General Ledger

•      Processes purchase order requests. Maintains purchase orders in computer. Verifies requests and expenditures.

•      Calculate     and   prepare  checks  for    utilities,    taxes,    and other payments.

•      Calculate , prepare, and issue bills, invoices, account statements, and other financial statements according to established procedures.

•      Match order forms with invoices, and record the necessary information.

•      Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.

•      Classify, record, and summarize numerical and financial data in order to compile and keep financial records, using journals and ledgers or computers.

•      Debit, credit, and total accounts on computer spreadsheets and databases, using specialized accounting software.

•      Monitor status of loans and accounts to ensure that payments are up to date.

•      Analyze business operations, trends, costs, revenues, financial commitments, and obligations, to project future revenues and expenses or to provide advice.

•       Operate computers programmed with accounting software to record, store, and analyze information.

•      Report to management regarding the finances of establishment.

•      Establish tables of accounts, and assign entries to proper accounts.

•      Develop, implement, modify, and document record keeping and accounting systems, making use of current computer technology.

•      Perform financial calculations such as amounts due, interest charges, balances, discounts, equity, and principal.

•      Examines and prepares invoices for payment on weekly basis. Create and maintain files of records of expenditures.

•      Conducts routine pre-audits on a variety of records by examining, verifying and reviewing accounts, invoices, vouchers and records. Maintain special ledgers of select projects.

•      Reconcile records of bank transactions.

•      Transfer details from separate journals to general ledgers and/or data processing sheets.

•      Calculate costs of materials, overhead and other expenses, based on estimates, quotations and price lists.

•      Comply with federal, state, and company policies, procedures, and regulations.

•      Code documents according to Generally Accepted Accounting Principals.

•      Access    computerized    financial    information    to answer general questions as well as those related to specific accounts.

•      Prepare purchase orders and expense reports.

•      Prepare and submit quarterly fuel tax refund request.

•      Reconcile or note and report discrepancies found in records.

•      Prepare trial balances of books.

•      Compile statistical, finan cial, accounting or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and losses.

•      Maintains ledger of 1099 companies. Prepares and issues 1099's to various recipients.

•      Maintains City bank accounts.

•      Conducts, in accordance with generally accepted accounting procedures routine bookkeeping functions to include: maintenance of ledgers, performing bank reconciliations, processing accounting records, posting accounting records and compiling figures for reports.

•      Posts data and produce in a timely manner, monthly financial statements for each department. Produces balance sheet and income statement reports.

•      Prepares year end transactions for independent audit. Assist auditor in yearly review of records and transactions.

•      Assists Mayor and City Council in questions and inquiries concerning the accounting procedures, daily operations and other situations that may arise.

•      Maintains City inventory records via computer to include: matching the general ledger, addition to or deletion of items, inter­ departmental exchange of items. Verifies physical count of inventory items.

•      Assists independent auditors in their year end audits of insurance and workmen's compensation.

•      Completes numerous surveys from governmental agencies.

 

SKILLS

 

•       Knowledge of arithmetic, algebra, geometry, statistics, and their applications.

•       Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.

•      Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

•      Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

•      Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

•      Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

•      Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

•      Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.

•      Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

•      The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

•      The ability to apply general rules to specific problems to produce answers that make sense.

•      The ability to choose the right mathematical methods or formulas to solve a problem.

•      The ability to communicate information and ideas in speaking so others will understand.

•      The ability to communicate information and ideas in writing so others will understand.

•      The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).

•      The ability to see details at close range (within a few feet of the observer).

•      The ability to read and understand information and ideas presented            in writing. The ability to speak clearly so others can understand you.

•      The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

•      Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.