DUTY STATEMENT DEPARTMENT OF JUSTICE DIVISION OF OPERATIONS ACCOUNTING ...

[Pages:2]DUTY STATEMENT DEPARTMENT OF JUSTICE DIVISION OF OPERATIONS

ACCOUNTING OFFICE

NAME: Vacant JOB TITLE: Office Technician (Typing) POSITION NUMBER: 420-023-1139-001

STATEMENT OF DUTIES: Under the general direction of the Chief of Accounting, the Office Technician works independently and performs a full range of office support and receptionist duties for the Accounting Office. The incumbent shall exercise good judgment, tact and diplomacy, and maintain a high level of confidentiality. In addition, the incumbent must possess excellent organizational skills, have a strong focus on customer service, be able to work independently, have excellent oral and written skills, and be proficient in Microsoft Office Suite.

SUPERVISION RECEIVED: Reports directly to the Chief of Accounting.

SUPERVISION EXERCISED: None.

TYPICAL WORKING CONDITIONS: Cubicle office in a smoke-free environment.

TYPICAL PHYSICAL DEMANDS: Ability to sit, type, rotate, and work in a computer workstation to input data and to complete work assignments. Ability to bend and lift and may be required to move up to 24 pounds. Ability to file, copy, fax or scan documents while standing for short periods of time.

ESSENTIAL FUNCTIONS:

35%

Reception duties which include: Answer, greet, and direct telephone callers and visitors. Make arrangements for office machine repairs. Distribute checks, mail and documents as received through the Accounting reception window. Retrieves and sorts incoming mail from the mailroom. Opens and sorts mail to respective mail slots. Delivers mail to the Accounting Chief's inbox as well as pick up and distribute documents from the outbox.

20%

Responsible for purchasing all supplies, minor equipment and services by preparing various purchasing documents (including purchase orders, service authorizations, service agreements, etc.). Obtain quotes and prepare purchase requisitions for office supplies and equipment, including computers and software. Prepare/submit HDC Service Requests as required for purchasing certain items. Act as the Accounting Office authorized Cal-Card cardholder and prepare the monthly Cal-Card purchase summary and reconciliation. Receive equipment and process receiving documents. Audit and process invoices for payment. Maintains Accounting Office purchasing document renewal tracking log and notifies staff, as needed. Maintain supply area.

Duty Statement Accounting Office Office Technician (Typing) Page 2

20%

Act as the Accounting Office liaison with OHR for personnel needs. Maintain, prepare, and track all personnel transactions. These duties include, but are not limited to: processing hiring and separation paperwork, setting up fingerprint appointments, obtain keycard/IDs for employees, track and maintain RPA records.

10%

Act as the attendance coordinator with OHR and process month end time sheet transactions including collecting, verifying, reconciling, and filing. Performs monthly reconciliations to the OHR LAB report, in addition to posting and tracking leave balances used by individual employee using Excel spreadsheet. Responsible for reporting dock hours to OHR before cut off and communicating OHR directives to Accounting staff.

5% Serve as training coordinator/liaison for the Accounting Office, ensuring mandatory training is completed by all Accounting Office employees and track leadership training for supervisors and managers.

5% Maintain various signature authorizations for the Accounting Office.

5% Special projects as assigned by the Chief of Accounting and the Accounting Office management team, such as year-end preparation of Certification Letters and Financial Reports for the State Controller's Office. Prepare, assemble, and distribute Year-End Analysis binders to appropriate staff.

____________________________________________________________________________________

I have read and understand the essential functions and typical physical demands required of this job and I am able to perform the essential functions with or without reasonable accommodation.

______________________________

Employee=s Signature

Date

______________________________

Supervisor=s Signature

Date

Revised: 2/21/2019

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