Account Clerk
Company: Infojini Inc
Location: Honolulu
Posted on: May 4, 2024
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Job Description:
*MAJOR DUTIES AND RESPONSIBILITIES**A. Fiscal and Accounting
55%*1. Assists with the maintenance of financial controls of
federal grant awards through analysis, review and revision of
transactional data, and the use of ledgers, registers,
spreadsheets, and journals.2. Maintains a ledger system based on
the operational expenditure plan,which shows an accurate accounting
of the funds available andexpended, in each account.3. Maintains
special ledgers to show expenditures by various categories such as
by object code, activity code, vendor and location as requested by
the supervisor.4. Reconciles the General Ledger with DATAMART
reports to ensure that WIC expenditures are within the State
allotment.5. Maintains electronic subsidiary ledgers/accounts for
multiple fund balances, including grants and ASAP and rebate
contracts.6. Prepares financial status reports of various fund
balances as required.7. Creates and encumbers purchase orders or
C-41s, summary warrant vouchers, and journal vouchers to ensure
payments and invoices are processed timely with correct and
complete accounting information in conformance to state and
departmental standards.8. Performs purchase order and C-41
adjustments upon request such as increases, decreases, close of
purchase orders and C-41s, processing new vendor number requests,
change of vendor numbers, project numbers, and activity codes.9.
Maintains an accounts payable system, including but not limited to
generating periodic reports of outstanding encumbrances and
postings.10. Processes invoices and prepares vouchers for approval
to authorize payment. This includes checking and verifying all
bills as to units received, pricing extension and total charges
before processing for payment and posting payments to the
appropriate accounts.11. Analyzes, verifies and reconciles monthly
expenditures. Prepares monthly/quarterly expenditure reports as
required by the Branch.12. Prepares closing entries for revenue,
expenditures, and fund balances report. Ensures that accounts are
closed, and account balances are eliminated by the end of each
fiscal year.13. Maintains appropriate bookkeeping records of
various receipts, deposits and collections.14. Collects and
processes quarterly mileage reimbursement claims for WIC staff
members.15. Responsible for providing transactions and inventory
records to ensure appropriate documentation, internal controls,
asset and cash management, and overall compliance with State and
federal rules during the Departments annual Single Line Audit and
periodic federal grantor Fiscal Monitoring Review.16. Draws funds
from the federal Automated Payment Management System (ASAP) and
prepares corresponding Treasury Deposit Receipts.17. Prepares
requisitions, places orders for supplies, materials, equipment and
contract services. This includes receiving and reviewing requests
from all sections, checking these requests against the bid list and
budget for availability of funds, calling vendors for quotes,
verification of terms of payments, discounts, delivery, stock
availability, etc.18. Generates P Card purchases to ensure the
correct accounting information, the accuracy of the information,
its conformance to state and departmental standards and for
completeness.19. Maintains a filing system for purchase orders/P
Card purchases and payments that is easily accessed for account
research.20. Responsible for meeting deadlines as determined by the
Supervisor21. Works closely with the Accountant IV to oversee the
daily transactions recorded in the FAMIS accounting system*B.
Contracts and Billing 20%*1. Reconciles report of expenditures,
processes invoices, posts payments, and maintains electronic
ledgers for contracted Purchase of Service providers2. Audits
quarterly expenditure reports from all State Clinics for
acceptability of reported fiscal data.3. Reconciles each agencys
account for acceptability of all costs incurred, based on Federal,
State, or other grant requirements.4. Pre-approves and processes
payment for contract invoices for Supervisors signature.*C.
Administrative 10%*1. Provides fiscal information for and
participates in long range planning activities.2. Assists in the
preparation of the budget by providing appropriate fiscal and
expenditure data to the supervisor and Branch Administrative
Officer.3. Provides information to the Branch in proper utilization
of State fiscal documents.4. Provides consultation and
recommendations to appropriate staff on the availability and source
of required fiscal information.5. Performs routine administrative
duties involving fiscal matters independently and as assigned by
the Branch Administrative Officer.Compiles fiscal information to
complete State and Federal reports.6. Maintains records of all
fiscal reporting policies and procedures, resource materials, fee
schedules, and other related documents.7. Maintains and coordinates
service agreements and contracts to insure the repair and
maintenance of equipment.*D. Maintaining Inventory 10%*1. Maintains
inventory of all WIC and POS Provider equipment, furniture, etc.2.
Maintains appropriate records of purchases and expenditures of
equipment, etc.3. Requisitions, receives and posts all acquired
equipment and furnishings while assuring that the State Bid List
and other accounting requirements are met.*E. Other Related Duties
as Assigned 5%*1. Serves as technical and clerical resource to
others involved in accounting and administrative functions.2.
Interacts with other departmental personnel, as necessary.3.
Performs other duties as required.*VI. RECOMMENDED
QUALIFICATIONS**A. Knowledge*1. Mathematics; Business English;
spelling.2. Effectively express written and oral information, and
ideas that others will understand.3. Bookkeeping and Generally
Accepted Accounting Principles (GAAP), standard accounting codes;
classification and terminology pertinent to accounts maintenance
operations, office practices and procedures as they relate to
processing and recording transactions and accounting
information.*B. Skills/Abilities*Must have the skills/ability to
plan and carry out various clerical functions; maintain an
effective work pace under periodic deadlines; read and understand
manuals and detailed books of instructions; write routine business
letters, summaries and reports using prescribed format; deal
tactfully with others; operate and maintain various common office
appliances and equipment which may include bookkeeping and simple
electronic data processing equipment.*C. Education*1. High school
diploma or equivalent.2. Associate Degree in Accounting or Business
Administration is preferred.*D. Experience*Generalized
ExperienceOne half (1/2) year of work experience which demonstrated
knowledge of arithmetic and spelling and possession of the
abilities to follow oral and written directions, to write simply
and directly and to observe differences in words and numbers
quickly and accurately.*Specialized Experience*Two (2) years of
work experience involved in posting to accounting records and other
systematizing of fiscal information, i.e., computing, classifying,
and recording numerical data to keep sets of financial accounting
records.#TEAMNJob Type: ContractPay: $41,808.00 per yearBenefits:*
401(k)* 401(k) matching* Dental insurance* Health insurance* Life
insurance* Paid time off* Vision insuranceSchedule:* 8 hour shift*
Day shift* Monday to FridayWork Location: In personby Jobble
Keywords: Infojini Inc, Honolulu , Account Clerk, Accounting, Auditing , Honolulu, Hawaii
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