Secretary/Bookkeeper
I. SECRETARY/BOOKKEEPER
Department - Planning and Development
Supervisor - Director of Planning
Job Code - 17
Date Revised – October 6, 2015
II. Job Statement
This position exists to provide bookkeeping and clerical services for the Planning and Development Department. The Bookkeeper is responsible for a variety of bookkeeping and accounting duties and is responsible for maintenance and balancing of complex fiscal records. The Bookkeeper is responsible for accuracy in posting, calculating, and balancing financial records. Work performed is under the supervision of the Planning Director.
III. Job Duties/Responsibilities
1. Keep automated bookkeeping records of income and expenses including, but not limited to, general ledger, cash receipts journal, cash disbursements journal, general journal and supporting documents using Quick Books or similar software.
2. Prepare fiscal and other reports for department activities and grants including, but not limited to, CDBG Annual Report, Monthly Fiscal Reports.
3. Format and type various letters and reports on either a typewriter or computer.
4. Maintain accountability for time allocations as per internal and external time sheets.
5. Acts as a receptionist, answering the telephone and furnishing information and direction to visitors.
6. Responsible for data collection and analysis which includes the collection of data by telephone, mail, or field survey along with data analysis. This data may include income surveys, compliance surveys in connection with federal wage standards, windshield surveys of housing conditions and similar information. Also included are client interviews to obtain eligibility information.
7. Maintain office files, sorting and indexing office correspondence and materials.
8. Carry out various secretarial duties in the absence of the secretary (e.g. photocopying, filing, typing).
9. Able to react productively to change and handle other essential duties as assigned.
10. Balance checkbooks.
11. Prepare for Annual Single Audit and periodic review of financial records by grant funding agencies.
IV. Job Specifications
A. Education and Experience
Associate degree with specialized training as an office professional or accountant with a minimum of two years office experience; or any combination of education and experience that provides equivalent knowledge, skills and abilities.
Proficient at accounting software (such as QuickBooks) and databases (such as Microsoft Excel and Access)
B. General Requirements
Good working knowledge of office terminology, procedures and equipment, including a typewriter and telephone.
Good knowledge of business arithmetic and English grammar.
Ability to speak and write English effectively.
Ability to type from clear copy or rough draft at a reasonable rate of speed.
Ability to understand and follow simple oral and/or written instructions.
Ability to communicate in an appropriate manner and get along well with others.
Ability to make decisions using good judgment and acting in accordance with established policies or regulations.
Ability to understand and follow complex oral and/or written instructions.
Ability to make major decisions using good judgment and acting in accordance with established policies and procedures.
C. Specific Requirements - Ability to speak and write effectively. Ability to operate basic office equipment including a computer, calculator, typewriter and telephone. Knowledge of office and bookkeeping methods and procedures. Ability to keep track of details. Ability to follow instructions on Federal, State, and County grant requirements. Ability to critically think through problems. Ability to maintain organized records.
D. Physical Requirements
Lifting/Pushing - 1
Climbing/Balancing - 1
Stooping/Bending - 1
Standing/Walking - 1
Grasping/Reaching - 1
Repetitive/Dexterity - 4
Sitting - 5
Reaching - 0
Hearing - 5
Speaking - 5
Vision - 5
Environmental
Inside - 5
Outside - 0
Heat/Cold - 0
Wet/Dry - 0
Noise/Vibrations - 0
Hazards - 0
Fumes/Dust/Odors - 0