Budget/ Administrative Assistant III – Transportation Department
Purpose: The Bookkeeper supports the operations of the Transportation Department by performing a variety of accounting and administrative tasks. Primary responsibilities include processing, recording, updating, and reconciling fiscal information; ensuring compliance with established financial practices; and generating accurate periodic reports. This position is uniquely characterized by a combination of specialized financial and administrative duties, including: payroll processing, purchase orders (PO’s), trip tracker invoice processing, serve as a backup to the assistant director of finance and technology in transportation-related tasks, serve as back up to the department secretary as needed and all other duties assigned.
Direct Supervisor
Assistant Director of Finance and Technology - Transportation
Essential Functions
• Assists department secretary for the purpose of ensuring the continuity of daily schedules.
• Back up the finance related duties performed by the Assistant Director of Finance and Technology in transportation.
• Prepares written materials and electronic financial information (software system for field trip management, Munis, etc.) for the purpose of documenting activities, providing reference, conveying information, and complying with established financial, legal and/or administrative requirements.
• Assist in the Processing of Payroll.
• Assist in the Reconciling of Financial data for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices.
• Responds to inquiries of administration, driver, monitors and district staff regarding payroll procedures for the purpose of providing information, direction, and/or referral for addressing inquiry.
Marginal Functions
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Competencies
• Skills-based Competencies
Required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: applying district, state and federal policies and regulations; operating standard office equipment; performing standard bookkeeping/accounting procedures; preparing and maintaining accurate records; and utilizing pertinent software applications; analyzing budgets; analyzing data; applying assessment instruments; applying job-related codes, regulations and laws; classifying data and/or information; conducting financial transactions; operating standard office equipment and office technology; performing accounting procedures; performing standard bookkeeping procedures; using Microsoft Office software applications including Word, Excel, PowerPoint and Access.
• Knowledge-based Competencies
Required to perform basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; payroll; invoices; bookkeeping practices; business telephone etiquette; concepts of grammar, spelling, and punctuation; job-related codes/laws/rules/regulations/policies; keyboarding; office equipment and technology; recordkeeping and record retention practices.
• Ability-based Competencies
Required to schedule activities and/or meetings; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: meeting deadlines and schedules; setting priorities; working with detailed information; analyzing issues and determining appropriate course of action; communicating with persons of diverse backgrounds; displaying tact and courtesy; organizing tasks; working as part of a team; working with detailed information/data.
Requirements
High school diploma or GED equivalent
Experience or knowledge in bookkeeping
Physical Requirements
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity.
Generally, the job requires 60% sitting, 20% walking, and 20% standing.
Continuing Education/Training
N/A
Clearances
Criminal Justice Fingerprint
Background Clearance
Fair Labor Standards Act
Non-Exempt
Primary and Secondary Education
Administrative
Full-time