Duty Statement



|duty statement |

|Class Title |Position Number |

|Associate Accounting Analyst |808-410-4588-912 |

|COI Classification | |

|Yes |No |

|Unit |

|Accounts Receivable & Local Assistance Units: Accounts Receivable |

|Section |

|Accounting Section |

|Branch |

|Financial Management Branch |

|Division |

|Administration Division |

This position requires the incumbent maintain consistent and regular attendance; communicate effectively (orally and in writing if both appropriate) in dealing with the public and/or other employees; develop and maintain knowledge and skill related to specific tasks, methodologies, materials, tools, and equipment; complete assignments in a timely and efficient manner; and, adhere to departmental policies and procedures regarding attendance, leave, and conduct.

Job Summary: This position requires the incumbent to independently perform and analyze the more difficult duties required for maintaining the accounting and budgetary records. The incumbent must have an in depth knowledge of the State's accounting system and a good working knowledge of professional accounting practices and procedures. The incumbent must have the ability to make analytical decisions and recommendations regarding accounting practices and principles as utilized in State Government. The incumbent must have the ability to multi-task, provide detail analysis, and provide analytical solutions. The ability to plan, organize, establish work priorities, and assure adherence to policies and procedures are critical. The accounts receivable unit processes large volume of invoices and the need for accuracy and timeliness in processing is critical. The incumbent must have a thorough knowledge of accounting principles and be able to apply this knowledge in making analytical decisions to protect the Department's assets. The ability to establish and maintain cooperative working relationships and to communicate effectively with personal contacts throughout the Department is essential. The incumbent must be able to work effectively with the FI$Cal accounting system reports. Also, the incumbent must have ability to work with complex Excel spreadsheets and is responsible for special project assigned from management.

Supervision Received: Under the general direction of an Accounting Administrator I, Supervisor.

Supervision Exercised: None.

Description of Duties: Independently perform complex and in depth analysis of all appropriations impacted by accounts receivable activity; prepare analytical reviews; research and identify significant trends; analyze and interpret new system changes related to the multiple and complex federally funded programs. Monitor the outstanding accounts receivable and appropriations. Ensure that the established procedures are in compliance with the State Administrative Manual (SAM) and the Departmental policies; act as a lead in the most involved special projects assigned by management.

Percent of Time Essential Functions

45% Independently analyze and process Short Doyle Medi-Cal County void and disallowed claims. Utilize the USL Financials system to generate accounts receivable invoices to the Counties and post the corresponding cash receipts in USL Financials and FI$Cal. Generate manual accounts receivable invoices to various vendors and post collections to clear the balance. Proactively follow up on all outstanding accounts receivable invoices to ensure timely payment. Identify abnormal balances on the document files, research reconciling items and post correction entries in USL Financials and FI$Cal. Analyze and monitor reimbursement contracts. Provide management with weekly reimbursements report.

25% Reconcile the various accounts receivable reports with the open and closed invoices. Perform the monthly SCO/FI$Cal reconciliation. Complete the monthly FI$Cal custom aging report. Work cooperatively with internal and external staff. Incumbent will also backup the Payroll Accounts Receivable desk.

15% Perform the greensheeting (offset) process to intercept warrants payable to the Counties and apply them to the outstanding accounts receivable invoices in USL Financials and FI$Cal. Process the Managed Care County Offset and the related Department of Mental Health fund transfer on a monthly basis.

10% Perform the yearly Accounts Receivable Report as required by the State Controller's Office (SCO). Coordinate year-end process and reimbursements accruals.

Percent of Time Marginal Functions

5% Lead in special projects assigned by management. This includes new and system improvement projects. Other duties as required.

Work Expectations:

• Arrive to work on time and is fully accountable for working an eight-hour day.

• Effectively plan, organize and prioritize work.

• Manage multiple and/or changing priorities in a fast paced/deadline driven environment with time sensitive projects.

• Follow through and ensure deadlines are met.

• Proficient in Microsoft Excel, Word and Outlook.

• Communicate in a clear and concise manner effectively both orally and in writing.

• Keep self and others informed of important issues, problems and events.

• Occasionally may be required to work overtime.

• Attend all scheduled meetings and mandatory trainings

• Understand, follow and enforce departmental policies and protocol.

Working Environment/Conditions:

• Work in a high-rise building.

• Typical work requires prolonged sitting using a computer, calculator and telephone.

• Common eye, hand, and finger dexterity is required for most essential functions.

• Grasping and making repetitive hand movements in the performance of daily duties.

• Some carrying/moving of objects up to twenty pounds.

• Understand, follow and enforce all safety rules and procedures.

Interpersonal Skills:

• Establish and maintain the confidence and cooperation of others contacted during the course of work.

• Use tact and good judgment interacting professionally with all levels of management, staff and the public.

• Ability to work independently.

• Foster a team environment and provide positive direction.

• Flexible and adaptable to change.

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|Employee’s signature |Date |Supervisor’ signature |Date |

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