Job description

JOB
This position will have a concentration in Accounts Receivable and billing. Under general supervision and according to established procedures, the Accounting Technician series may be responsible for any one or more of the following: accounts payable, accounts receivable, payroll or any other accounting functions requiring utilization of general accounting principles and techniques. The complexity of duties and level of responsibility for the assigned function increase as the incumbent progresses in each level of the series. Levels within the Accounting Technician series are distinguished by experience, education, variety and complexity of paraprofessional accounting duties, as well as problem solving and use of independent judgment. The Accounting Technician series is distinguished from the Accounting Clerk series in that the latter perform repetitive tasks that require a uniform approach in the handling of assigned duties. All levels of the Accounting Technician series require knowledge and understanding of financial record-keeping methods, procedures and practices and the ability to create spreadsheets using personal computers. Accounting Technician I Incumbents new to the Port receive detailed instruction on Port-specific processes. Following completion of the introductory period, the Accounting Technician I, while continuing to work under general supervision, is expected to work more independently and will have the ability to identify and correct any routine errors or problems that may occur. An employee at this level will have a basic understanding of Port operations and technical subject matter, utilizing the principles and techniques of accounting in order to carry out tasks, methods, procedures and computations. After above average performance in the Accounting Technician I level or equivalent for a period of two (2) years, an employee may be eligible for the Accountant Technician II level. Accounting Technician II Employees at this level have a more in depth knowledge of Port operations as well as a basic understanding of outside departmental functions. There is an increased level of independent judgment and initiative required in order to resolve more complex problems. However, unusual or complex situations continue to be referred to the supervisor or a higher level Accounting Technician. Incumbent is required to have a comprehensive understanding of accounting principles, processes and procedures and the ability to perform detailed work relative to the assigned area of concentration. Employees at this level are considered to be at the journey level. The Accounting Technician II is required to effectively analyze information and determine a proper course of action within the specifications of standard practice and established guidelines. This may require working closely with others outside the department. Employees performing the duties of Accounting Technician II in an above average manner for a period of at least two (2) years are eligible for the Accounting Technician III level. Accounting Technician III This is the advanced journey level in the series. Performance at this level requires thorough knowledge of Port-specific financial record-keeping methods, procedures, and practices as well as general knowledge of applicable governmental financial record-keeping methods. The Accounting Technician III performs paraprofessional, analytical and technical work and resolves problems using considerable reasoning ability, initiative and independent judgment. Work assignments are of greater diversity and complexity than that of the lower Accounting Technician levels. An employee at this level assumes full responsibility for assigned duties, relying on the supervisor for resolving problems only in highly complex or precedent setting situations. This level requires optimal working knowledge of accounting principles and techniques as well as applicable governmental financial record-keeping methods and a greater understanding of how the accounting function relates to overall Port operations. Employees at this level will typically be the primary contact for simple analytical and statistical data inquiries from others outside the department. The Accounting Technician III is considered to be a lead position and may be responsible for training other accounting department employees. Employees performing the duties of Accounting Technician III in an above average manner for a period of at least three (3) years are eligible for the Senior Accounting Technician level. Senior Accounting Technician As the highest level in the series, the Senior Accounting Technician is considered to be the specialist level. Employees at this level handle the most complex and difficult accounting technician duties and have complete responsibility for the completion and outcome of assigned tasks. Satisfactory performance requires detailed knowledge of outside departments’ needs and activities as they relate to assigned responsibilities. The Senior Accounting Technician works with all levels of employees inside and outside the department, responding to requests for information, researching information, generating any necessary statistical reports, and providing simple accounting analysis. An employee at this level may also be called upon to explain accounting policies or methods relative to their assigned area of responsibility and is expected to use initiative in identifying what needs to be done and suggesting improvements in departmental processes and methods. The Senior Accounting Technician typically trains and / or acts in a lead capacity in relation to the other lower level accounting positions and may review the work of others, inside and outside the department, for the purpose of ensuring accounting accuracy.

EXAMPLE OF DUTIES
ESSENTIAL DUTIES AND RESPONSIBILITIES are dependent upon the area of concentration and include performing or assisting with any one or a combination of the following. Other related duties may be assigned. Accounts Payable Specific Duties Prepares accounts payable items for payment, ensuring they are properly coded to various departments and accounts and that adequate backup documentation is provided. Works in conjunction with Purchasing Department and other appropriate staff to determine cost allocations. Processes 1099’s, including verification of appropriate vendor information and troubleshooting incorrect information, when notified by the IRS. Reviews and processes expense reports for reimbursement in accordance with Port policy. Maintains and reconciles petty cash fund. Billing & Accounts Receivable Specific Duties Prepares and distributes revenue billing, statements and reports. Reviews memorandums on special rates and incorporates information into billing procedures. Enters Port revenue information into computer using Excel program, Microsoft Great Plains and Klein Systems Group; and verifies accuracy. Prepares and distributes monthly billing for Port purchases such as gasoline, mail usage, etc. Analyzes the Trade Accounts Receivable Aging Report and follows up with customers on unpaid items. Prepares monthly Port tonnage reports based on Port tariffs and verifies tonnage against Operations reports and accounts receivable. Payroll Specific Duties Processes weekly and biweekly payroll, including collecting and verifying timekeeping information while ensuring compliance with Port policy, multiple collective bargaining agreements, and all Federal, State, and local regulations governing disbursement activities, including payroll taxation as appropriate.Maintains accurate payroll records including required payroll garnishment and leave accrual balances. Processes year-end reports, including W-2, W-2c, etc. Processes manual checks when required. Develops financial and operational reports when requested by compiling summary data of earnings, state and federal taxes, deductions, PTO, disability, etc. Works directly with Human Resources staff to resolve payroll related issues and to implement payroll changes. General Duties Prepares daily bank deposits for Port receivables, ensuring that receipts are properly coded. Keeps abreast of related law and policy changes impacting job functions. Attends and participates in a variety of meetings and conferences pertaining to job functions. Prepares and submits various required governmental filings, including but not limited to payroll taxes, sales tax, and data to the CA Energy Commission, City of Stockton Utility Users Tax (UUT) and Board of Equalization. Prepares various customized reports and performs other analytical research based on requests from other Port departments; ensures data is accurate and meets the departments’ needs. Data may be requested and provided at different frequencies such as ad-hoc, as requested or on an on-going basis (i.e., weekly, monthly, etc.). Prepares monthly bank reconciliations. Responsible for the creation and upkeep of desktop procedure manual, ensuring all applicable duties have up-to-date procedures. Participates in cross-training of department employees to ensure duties can be completed in the absence of an Accounting Department employee. May prepare audit schedules and work with outside agency auditors for periodic audits; provides information as requested.May assist with creating complex monthly journal entries. May assist in reconciling grant reimbursable projects. May assist with monitoring and reconciliation of fixed assets and capital project accounts.

MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Education and/or Experience: For the Accounting Technician I level, equivalent to graduation from high school with additional college level coursework in accounting and at least three (3) years’ experience performing complex accounting work are required. If position is a payroll technician role, two (2) of the three (3) years’ experience must be processing comprehensive payroll. Additional experience, education, knowledge and ability may qualify an individual for the Accounting Technician II, III or senior levels. Experience processing payroll in a union and/or public agency setting is preferred; experience processing payroll in Microsoft GP is desirable. Knowledge of: Accounting principles, practices and techniques; methods of compiling and computing basic statistical and financial information. Effective fixed assets management, bank and general ledger reconciliation, billing, and accounts payable principles and procedures. Proficient utilization of spreadsheet and word processing software. Effective methods of updating and maintaining databases; gathering and organizing data.Proper safety principles and practices.Modern and complex principles and practices of payroll data processing systems.Principles and practices of payroll administration.Payroll processes, policies, union contracts and procedures.Federal, State and local laws and regulations governing payroll taxes and payroll administration.Wage garnishment practices, laws and procedures.Customer service methods and communication techniques.Methods of processing payroll following Fair Labor Standards Act is preferred. Skills and Abilities to: Prepare clear, concise and complete correspondence and financial and statistical reports, charts and graphs.Communicate effectively orally and in writing.Excellent PC skills, including the ability to create complex multi-page spreadsheets using Excel and ability to compose correspondence in Word.Effectively manage fixed assets, billing, and accounts payable; perform bank and general ledger reconciliation.Above average accuracy and attention to detail; excellent math and problem resolution skills.Research, collect, and organize data; establish and maintain organized file systems; perform general record keeping duties.Update and maintain databases with a high degree of accuracy; perform data entry.Exercise good judgment and discretion to secure confidential or sensitive information and resolve routine problems, while maintaining a high degree of confidentiality.Be self-motivated, tactful and resourceful; able to effectively organize and prioritize work. Establish and maintain effective working relationships with Port staff, customers and others.Operate a personal computer, peripheral, and other standard office equipment; perform ten key data entry by touch.Review, process and record weekly and bi-weekly payrolls with high degree of accuracy and attention to detail; promptly meets payroll deadlines.Administer aspects of payroll programs and employee deductions/time.Perform technical, administrative, and complex clerical accounting work to maintain detailed and accurate payroll records.Interpret and apply regulations, policies and procedures; monitor and ensure compliance with FLSA and other regulations governing payroll processing related activities. Accounting Technician III and Senior Accounting Technician positions also require knowledge and understanding of the fiscal relationships of the different Port operations and the ability to use complex accounting methods to compile paraprofessional level statistical data for analysis and reporting. Certificates, Licenses, Registrations: Must pass a background investigation and be able to obtain and maintain a Transportation Worker Identification Credential (TWIC) card. Disaster Servicer Worker: All Port of Stockton employees are designated Disaster Service Workers (DSW) through state law (California Government Code Section 3100-3109). Employment with the Port requires affirmation of a loyalty oath to this effect. Employees are required to complete all DSW-related training as assigned, and to report for duty, remain on duty and/or return to work as ordered in the event of an emergency.

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