| Summary Description: Under direction, maintains and processes departmental or division fiscal records and prepares related reports. The fiscal assistant II is responsible for entering, maintaining and tracking information in the financial system and database for the work of the division, invoices and special projects; and assists with bid processes and contract awards. The work of the class involves supervision and performance of accounts maintenance, financial transaction processing, personnel action processing, procurement, and payroll setup, maintain, process, and prepare reports on fiscally-related activities of the unit, interacting with unit administrators and staff and central office staffs to ensure timely and accurate completion of the work. Direct and/or functional work direction is exercised over other office staff.
Physical Demands: Positions may operate computer terminals for prolonged periods.
Special Requirements: None. |
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KNOWLEDGE SKILLS ABILITIES: Considerable knowledge of accounts maintenance, procurement procedures, personnel, and payroll processing and related recordkeeping; working knowledge of office methods and procedures, including filing research, recordkeeping, and statistical compilation; working knowledge of research methods; working knowledge of data processing capabilities. Ability to perform accounts clerical work quickly and accurately; ability to perform duties in accordance with strict schedules; ability to maintain central record system and prepare reports from researched data. High degree of aptitude for arithmetical and statistical computations. Can demonstrate knowledge of general, paraprofessional accounting practices, business English, and modern office practices; ability to reconcile financial accounting data and to spot and correct arithmetic or posting errors. Some knowledge of bid processes and capital projects highly preferred. Good oral and written communications and human relations skills. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS). |
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Education Training Experience: High School or GED diploma required. Associates degree preferred. Course work in finance, accounting, business and commercial subjects and a minimum of 3 years progressively responsible office and accounting/fiscal experience, two of which shall have been at a level requiring independent judgment. Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered. Certificate License: None. |
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Example Duties: (The job duties listed are typical examples of the work performed by this job classification. Not all duties assigned are included, nor are all duties listed performed in every office.) 1. Ensures accurate, timely, and proper processing of purchasing requests, preparing forms, checking product accuracy, and following through to ensure expeditious shipment and receipt of material.2. Responds to inquiries from vendors and other outside organizations regarding procurement and fiscal matters.3. Communicates with operating units and central office administrative staffs to learn of new or changed procedures, coordinate processing, resolve problems, and prepare reports.4. Compiles fiscal and statistical information to complete reports.5. Devises procedures and forms to improve office operations.6. Creates requisitions, researches accounts receivable for billing of unresolved ICB discrepancies. 7. Processes payroll for department/division staff. 8. Gathers information needed to prepare for new fiscal year budget. 9. Researches and reconciles approved hours report (AHR) and payroll records. 10. Schedules training for business administrators, school financial assistants, building service staff in posting payroll, reading the AHR. In addition to the above duties, the role also typically performs the following duties specific to the Department of Planning and Construction:1. Sets up capital projects in the financial system; enters requisitions for purchase orders in the financial system in accordance with Procurement regulations and maintains purchase order history.2. Prepares and processes approved invoices for payment through the financial system and maintains history of payments.3. Maintains database and financial files for special projects.4. Reviews bidding documents for special projects; assists in bid notification to approved contractors; requests State prevailing wage data; reviews and verify bid submissions.5. Prepares documentation for State submission of contract award information and reimbursement of State funding.6. Performs related duties consistent with the scope and intent of the position |
