Class Code: PP102
FLSA Status: Non-exempt

Accounting Specialist

Bargaining Unit: SEA

DEFINITION:

Under direction, an Accounting Specialist performs advanced technical accounting duties to support Santa Cruz METRO financial functions and processes; maintains the General Ledger; performs difficult account reconciliations; prepares and maintains complex accounting records and reports; performs the more difficult accounts payable, accounts receivable, cash receipts, fixed assets, insurance, revenue, general ledger, tax filings, and budgeting activities; and performs related work as required.

DISTINGUISHING CHARACTERISTICS:

Accounting Specialist is the advanced level class in the series.  An incumbent in this class performs tasks requiring interpretation and application of specialized accounting policies, and procedures to ensure that assigned activities comply with various legal, regulatory, policy and other requirements.  This class may be distinguished from the lower level class of Senior Accounting Technician because an incumbent in the latter class performs the full range of journey-level technical accounting work.  This class may also be distinguished from the higher level class of Accountant I because the latter is the first professional level, accounting class.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Maintains the General Ledger (G/L); reconciles balance sheet accounts and documents and reconciles revenue and expense accounts; prepares, enters and posts journal entries into an automated accounting system; merges Accounts Receivable and Accounts Payable to flow into the G/L; closes month-end books and runs all reports including the final G/L and Financials; assists professional staff with year-end reporting and closing of accounting records.
  • Reconciles the G/L cash balance to the County Treasurer’s cash balance; determines and takes appropriate action to resolve variances; reconciles G/L accounts and the Accounts Payable bank balance by researching and resolving any outstanding checks that have not been cashed; reconciles the monthly check register for the Board of Director’s report.
  • Maintains all check journals; processes all returned checks and takes follow-up action as needed.
  • Organizes, records, and retains the weekly bank deposit recaps from Santa Cruz Metro Center and resolves discrepancies as needed. 
  • Prepares all billings for tenants (utilities, pest control, late charges, etc.), advertising, unions, revenue, and other miscellaneous receivables as needed; prepares Consumer Price Index adjustments for revenue and tenant customers as needed and provides appropriate notification; collects late payments; runs monthly statements for Accounts Receivable.
  • Balances all checks and cash to the receipts log for accuracy; contacts bank for Fares Sweep and writes checks; prepares affidavit and Record of Deposit from County as needed; maintains monthly record of all cash receipts and wire deposits; runs reports from the County Treasury website in accordance with established procedures; updates Board of Equalization sales tax wire information from website each month. 
  • Maintains financial statements, including consolidated and departmental reports for expenses and revenue.
  • Assists in compiling financial data for projects as assigned; assists in the monetary petty cash count and safe contents count at Santa Cruz Metro Center; provides fund balance and transaction information for other staff as requested.
  • Performs other technical duties in support of departmental administrative functions; researches a variety of issues and prepares summaries of findings; initiates, composes and/or prepares complex department memos, letters, reports, statistical data, and narrative documents; develops, prepares, distributes, maintains and files a variety of reports, records and documentation; maintains logs, spreadsheets, lists and files to track operational processes and information.
  • Coordinates and performs special projects.
  • Provides information to employees and the public. 
  • Operates standard office equipment; utilizes computer software in performing job tasks.  
  • May utilize specialized Santa Cruz METRO software.
  • Drive a Santa Cruz METRO vehicle to perform assignments.
  • Performs related work as required

EMPLOYMENT STANDARDS:

Knowledge of:

  • Advanced principles, practices, forms, and techniques of technical public sector accounting, including internal controls, General Ledger maintenance/reconciliation, and advanced accounts payable, accounts receivable, and cash handling practices.
  • Basic laws and regulations applicable to public sector accounting.
  • Relationships between accounting records and documents for recording and reporting purposes.
  • Public sector accounting terminology and methods.
  • Advanced bookkeeping practices and procedures.
  • Modern office practices, procedures, and equipment.
  • Business correspondence, formatting, and report writing.       
  • Manual and automated record-keeping and filing systems.
  • Advanced methods of maintaining information in computerized or hard copy files.
  • Technical methods of researching, gathering, organizing, and reporting data.
  • Advanced methods of prioritizing, planning, and organizing work.
  • Advanced time management techniques.
  • Clerical customer service techniques.
  • Principles and practices of employee leadership, including ways to motivate staff, and maximize productivity.
  • Intermediate mathematics, including percentages, intermediate statistics, and financial data conventions.
  • The effective use of modern office equipment, personal computers, and standard business software. 

Ability to:

  • Evaluate, interpret, and apply technical accounting policies, procedures, and requirements as they apply to departmental financial activities.
  • Coordinate and perform technical accounting activities in a manner that complies with applicable laws, regulations, and policies.
  • Check, balance, and reconcile documents; maintain accounts payable/receivable and cash receipts.
  • Apply advanced technical control procedures to maintain budgetary accounts.
  • Maintain complex financial accounts, ledgers, and financial reports.
  • Create and use computerized spreadsheets, databases, and software to track financial information and automate calculations.
  • Perform financial calculations quickly and accurately.
  • Maintain records and control systems with accuracy and attention to detail.
  • Adhere to established timelines and due dates.
  • Work independently using good judgment, tact, and discretion.
  • Balance multiple assignments simultaneously and effectively.
  • Utilize standard office equipment and computer software and learn to use specialized Santa Cruz METRO software if assigned.
  • Maintain confidentiality of materials, records, files, and other privileged information.
  • Communicate clearly and effectively in both oral and written form.
  • Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public. 

MINIMUM QUALIFICATIONS:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be: 

Education, Training, and Experience:

Two (2) years course work from an accredited college, in accounting, business administration or a related field 

AND

Three (3) years of experience requiring journey-level technical bookkeeping, financial recordkeeping, and/or accounts payable/receivable work, preferably in a public agency.

LICENSES AND CERTIFICATES:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands 

While performing the duties of this job, the employee is frequently required to reach with hands and arms; walk, sit and stand; use finger dexterity; talk and hear, and use a keyboard.  Work often requires stooping at the waist and the repetitive use of both hands to grasp and feel objects. Work may require lifting up to 20 pounds unaided.  Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth. 

Mental Demands 

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; solves problems; uses math and mathematical reasoning; performs detailed work; deals with multiple concurrent tasks, and interacts with others encountered in the course of work.

Work Environment: 

The employee works in a standard office environment where the noise level is moderate.  

OTHER CONDITIONS OF EMPLOYMENT:

  • Must pass a requisite background check.
  • May occasionally work extended hours or hours outside of the regular schedule.

*Adopted: 12-11-18

*BOD Approved: 00-00-00

*Revised: 00-00-00

*Job Family: Financial Technical

*Job Series: Accounting Technician Series

*Job Series Level: Advanced

*Confidential: No