Class Code: PP100
FLSA Status: Non-exempt

Accounting Technician

Bargaining Unit: SEA

DEFINITION:

Under general supervision, an Accounting Technician performs a limited range of technical accounting duties to support department financial functions and processes while learning to perform the full scope of journey-level technical accounting duties for an assigned department; compiles, verifies and summarizes financial and statistical data from a variety of sources; learns to process and maintain files and records for accounts payable, accounts receivable, cash receipts, fixed assets, insurance, revenue, general ledger, tax filings, and budgeting; gathers and compiles data for statistical or financial reports; reviews and processes payroll documents; and performs related work as required.

DISTINGUISHING CHARACTERISTICS:

Accounting Technician is the entry/first-working level class in the series. An incumbent in this class performs the less complex technical accounting 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 Accounting Clerk because an incumbent in the latter class performs journey-level clerical accounting work. This class may also be distinguished from the higher level class of Senior Accounting Technician because an incumbent in the latter class performs the full range of journey-level, technical accounting work.  

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.

  • Performs a limited range of technical accounting duties to support department financial functions and processes while learning to perform the full-scope of journey-level technical accounting duties for an assigned department.
  • Administers a departmental financial record-keeping program; posts information to automated ledgers, account books, and accounting worksheets; reconciles manual records to computer-generated reports.
  • Performs accounts payable duties; reviews and matches accounts payable documents such as invoices, receiving reports and purchase orders to support payment and reconcile discrepancies; reviews contracts, accounts, statements, or payments to confirm payment status, terms, pricing, and scope of work; routes payment documents for approval/signature; submits approved documents for payment.
  • Tracks budget accounts and balances; monitors expenditures compared to budget allowances and notifies management if over-budget; reconciles transactions and account balances to Finance reports; reconciles departmental credit card and related charge accounts.
  • Collects cash and receives, codes, processes, and deposits cash receipts; reviews and processes petty cash reimbursements; enters cash receipts and other accounts receivable information into an automated accounting system and reconciles to reports; makes bank deposits; performs department petty cash and Ticket Vending Machine (TVM) audits.
  • Monitors insurance policies for properties under contract with Santa Cruz METRO; tracks insurance expirations; researches contracts and leases to ensure that required endorsements are received and updated; reviews insurance expirations and prepares insurance billing statements for payment.
  • Creates and submits a wide variety of purchase requisitions; works with vendors as needed to adjust purchase orders.
  • Performs technical research relating to financial and other administrative activities; extracts and compiles data from manual and computerized sources for reports and other documents; makes computations and prepares statistical summaries and reports.
  • Calculates and processes Treasury account transfers.
  • Processes emergency check requests and prepares off-cycle checks.
  • Reviews and processes employee attendance and payroll documents; may calculate and record hours worked, leave used, shift differentials, and other payroll provisions; researches and resolves payroll-related problems.
  • 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.
  • Performs special projects.
  • Provides information to employees and the public. 
  • Operates standard office equipment; utilizes standard business 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:

  • Principles and practices of technical accounting, including the processing of accounts payable and accounts receivable transactions and documents.
  • Basic laws and regulations applicable to public sector accounting.
  • Basic public sector accounting terminology and methods.
  • 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.
  • Methods of prioritizing, planning, and organizing work.
  • Advanced time management techniques.
  • Customer service techniques.
  • 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.
  • 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 control procedures pertaining to the maintenance of budgetary accounts.
  • Maintain a variety of 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 work schedules and timelines.
  • 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 using tact and discretion.
  • 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:

One (1) year certificate of proficiency from an accredited college in accounting, business administration or a comparable field of coursework.

AND

Two (2) years of clerical accounting experience requiring the maintenance of computerized accounting records and the application of basic bookkeeping practices. 

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 Clerical

*Job Series: Accounting Technician

*Job Series Level: Entry/First working

*Confidential: No