Legislative Accounting Technician

  • State of Oregon - Oregon Legislature
  • Salem, OR, United States
  • Nov 14, 2017
Full-Time Accounting / Auditing

Job Description

Legislative Administration is recruiting for one full-time, continuing Legislative Accounting Technician to join the Financial Services team.

Financial Services is a unit of Legislative Administration which provides accounting, budgeting and financial management services for all Legislative Agencies.
 
Financial Services supports the mission of Legislative Administration in supporting the Oregon Legislature by providing these services in conformance with professional standards and applicable laws, providing services in an accurate and timely manner, serving as a resource and continually striving to provide accountable and service-oriented support for the legislative process.

This position is responsible for accounts payable, accounts receivable, financial reporting and reconciliation, and is the primary customer contact for Financial Services.

This position is at the Capitol Building in Salem, Oregon.

Duties & Responsibilities


Customer service
 
Serve as primary greeter to Financial Services visitors, answer main line telephone and receive mail. Respond to auditors and other external organizations' information requests in areas of responsibility. Inform agency staff on agency policies, procedures and practices as needed. Normal workshift is 8:00 AM to 5:00 PM.

Accounts Payable:
 
Verify the accuracy of requests and prepare Approval for Payments (AFP)

  • Review for proper documentation, authorization, and coding.
  • Review transactions for conformity with generally accepted accounting principles (GAAP), appropriateness of expenditure, compliance with branch policies and procedures and state law.
  • Prepare payment documentation for agency managers.
  • Classify expenditures to appropriate coding.
  • Detect errors and resolves discrepancies.
  • Communicate with vendors and agency staff to research and resolve problems.
  • Ensure audit trail requirements are met.
  • Communicate with all levels of legislative branch staff, other state agencies, vendors, and the public in such areas as responding to questions on billings and accounts, correcting non-compliance or errors, and communicating proper procedures, policies and state law.
  • Act as backup for entering transactions into the Statewide Financial Management System (SFMS).

Accounts Receivable:
 
Each day receive cash for deposit.

  • Verify that the accompanying documentation is valid for cash received.
  • Detect and resolve missing documentation.
  • Prepare deposit for pickup by armored car.

Prepare agency invoices. Create and enter new customer accounts in SFMS. Classify accounts receivable to appropriate program cost account and revenue object code. Enter transactions into SFMS. Review invoices prepared by legislative units for correct program cost account and revenue object codes.

Database Reporting
 
Enter and maintain the following Financial Services voucher database and spreadsheets. Create and utilize cross-balancing formulas and other double checks to maintain accuracy and consistency.

Back-up functions

  • Act as back up for entry in SFMS to Accounting Generalist position. This includes processing time sensitive Payables and Receivables.
  • Additionally, this position will act as back-up for updating and creating organizational charts.

Miscellaneous:

  • Receive and distribute all Financial Services incoming mail.
  • Write and revise desk procedures.
  • Maintain essential records and files.
  • Represent Financial Services on committees and at meetings.
  • Other duties as assigned.

Skill Requirements

MINIMUM QUALIFICATIONS

  • Two years of technical support accounting experience.  One year of the experience must include the calculation, recording, and maintenance of routine accounting information; OR
     
  • 36 quarter (24 semester) credit hours from an accredited college, university, or vocational-technical school that includes 9 quarter (6 semester) hours in accounting; OR
     
  • A combination of experience and education that demonstrates the ability to perform the job.


KNOWLEDGE AND SKILLS

  • Demonstrated communication skill and experience in oral and written communication within these environments:
  • Interpersonal 
    Team (committee)
    Large Groups
    Public Speaking
  • Strong communication, conflict resolution, and negotiating skills.
  • Skill to create and implement effective partnerships.
  • Skill to work and serve effectively with management groups, staff members, and vendors.
  • Skill to communicate personnel related policies, procedures, and other knowledge to multi-level management, assembly members, and co-workers.