CPRS Job Listing

Job Ad ID: 1853

Administrative Services Director

Salary: $130,881.16
Location: Indio, CA
Closing Date:
Description:

DEFINITION: Under general supervision, performs a variety of technical and administrative accounting duties in the preparation, maintenance, and processing of accounting records and transactions, including accounts payable and accounts receivable; prepares, reviews, verifies, and processes a variety of financial transactions and documents; monitors, reconciles, and audits District financial accounts, records, and systems; prepares financial reports, summaries, and analyses; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED: Receives general supervision from the Account Manager. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS: This journey level classification is responsible for independently performing technical accounting duties in support of District finance and accounting functions. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

EXAMPLES OF TYPICAL JOB FUNCTIONS (ILLUSTRATIVE ONLY)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

  • Performs a variety of routine to complex administrative and technical account support duties related to accounts receivable, accounts payable, and posting, balancing, adjusting, and maintaining manual and computerized account and financial records according to established policies and procedures.
  • Reviews, verifies, and records a variety of accounting and financial transactions, including daily closeouts from District operational facilities, in accordance with established processes and procedures; reconciles transactions; prepares and adjusts journals; prepares and maintains database records; records changes and resolves differences.
  • Receives and reconciles revenues received; allocates payments to proper account; prepares documentation and coordinates review and approval; records and submits journal entries; prepares and maintains bank deposits and deposit receipts.
  • Maintains credit card accounts; processes and reconciles receipts to credit card statements.
  • Prepares, posts, and audits invoices; verifies compliance with District policies and procedures.
  • Sets up new vendor and/or customer accounts; obtains necessary information and paperwork from vendors/customers; prepares vendor/customer invoice tracking; inputs vendor/customer invoices and prints checks; totals and balances accounts.
  • Assists with year-end and periodic closing, reconciliation, and audit processes.
  • Reviews source documents for accuracy, receipt of necessary information, and compliance with rules, regulations, and procedures; determines proper handling for compliance.
  • Generates correspondence and responds to a variety of customer, vendor, and staff questions and complaints in person and over the telephone; researches and resolves problems; makes appropriate adjustments to accounting data and documentation.
  • Observes and complies with District and mandated safety rules, regulations, and protocols.
  • Performs other duties as assigned.
Qualifications:

QUALIFICATIONS:

Knowledge of:

    • Terminology and practices of financial and account document processing and recordkeeping, including accounts payable and accounts receivable.
    • Business arithmetic and basic financial and statistical techniques.
    • General accounting methods and internal control procedures.
    • Principles and practices of auditing financial documents.
    • Principles and practices of posting financial transactions to the general ledger.
    • Methods and techniques of reconciling and balancing financial documents.
    • Recordkeeping principles and procedures.
    • Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility
    • District and mandated safety rules, regulations, and protocols.
    • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.
    • The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
    • Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

    • Perform technical accounting duties in support of general accounting programs.
    • Review financial documents for completeness and accuracy.
    • Review, post, balance and reconcile financial transactions.
    • Make accurate arithmetic, financial, and statistical computations.
    • Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
    • Establish and maintain a variety of filing, record-keeping, and tracking systems.
    • Protect the confidentiality of financial information.
    • Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
    • Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
    • Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
    • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

 

EDUCATION AND EXPERIENCE:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education: Equivalent to completion of the twelfth (12th) grade, supplemented by college level coursework in accounting, finance, or a related field.

Experience: Three (3) years of increasingly responsible clerical accounting or bookkeeping experience.

Licenses and Certifications:

  • Possession of a valid California Driver’s License, to be maintained throughout employment.

PHYSICAL DEMANDS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.

 

WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

Agency: Desert Recreation District
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