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ACCOUNTING TECHNICIAN 2

Class Title: ACCOUNTING TECHNICIAN 2
Bargaining Unit: Use for all Job Titles
Class Code: 009832
Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to four years of full-time increasingly responsible clerical accounting or auditing work including, at least, one year of experience similar in nature to that performed by an Accounting Technician 1 with the state of Tennessee.
Substitution of Experience for Education: Qualifying full-time clerical accounting or auditing experience may be substituted for the required education on a year-for-year basis.
Substitution of Education for Experience: Accounting course work from an accredited college or institute may substitute for the required experience under one of the following conditions, there being no substitution for the one year specialized experience: 4.5 quarter hours in accounting or bookkeeping is equivalent to a one-year substitution, 9 quarter hours in accounting or bookkeeping is equivalent to a two-year substitution, 12 quarter hours in accounting or bookkeeping is equivalent to a two-and-a-half year substitution; 15 quarter hours in accounting or bookkeeping is equivalent to a three-year substitution.

Other Requirements: Necessary Special Qualifications: None.

Examination Method: Education and Experience,100%, for Preferred Service positions.
Job Overview:

Summary: Under general supervision, an employee in this class is responsible for sub-professional accounting work of considerable difficulty, and supervisory work of average difficulty; or assigned to complex accounting projects; and performs related work as required.
Distinguishing Features: An employee in this class supervises sub-professional accounting technical and accounting clerical employees engaged in performing accounts receivable, accounts payable, payroll, auditing, and/or other related activities of great volume, scope, and/or complexity for a department, division, agency, or specialized program.  Certain project assignments with no supervision of staff may be included in this class when the work to be performed is of considerable scope and complexity.  Work involves the preparation and maintenance of complex and difficult sub-professional accounting records and financial reports.  This class differs from that of Accounting Technician 1 in that an incumbent of the latter is responsible for preparing and maintaining accounting records, reports, and financial statements of moderate volume, complexity, and scope.

Work Activities:

Judging the Qualities of Things, Services, or People:
  1. Conducts performance evaluations of assigned subordinates.
Processing Information:
  1. Calculates appropriate federal funding to be reimbursed to the state.
  2. Processes paycheck modifications including but not limited to garnishments, overpayments, and salary adjustments.
  3. Enters appropriate federal funding requests into the Federal electronic database to ensure appropriate reimbursement.
  4. Processes journal entries to make corrections to accounting information.
  5. Generates requisitions, purchase orders, receipts, and vouchers originating in assigned work unit as necessary.
  6. Processes accounting transactions in electronic database between two or more state agencies.
  7. Calculates and disburses funds from trust fund accounts as required.
  8. Calculates overall invoice totals, account adjustments, and purchases/account deductions to generate reports, spreadsheets, and adjustment forms.
  9. Categorizes expenses using appropriate expense codes to ensure proper allocation.
  10. Analyzes information gathered from emails, phone calls, and written requests to develop plans of action.
  11. Applies cash and checks received to appropriate accounts.
  12. Resolves employee time sheet exceptions as necessary.
  13. Codes adjustment sheet based on information received to adjust accounts.
  14. Assigns asset tag numbers to physical property and software to ensure accurate tracking for inventory purposes.
  15. Codes requisitions using appropriate product/category codes to assign the goods/services to the correct account.
Analyzing Data or Information:
  1. Researches outstanding checks, overpayments, and underpayments and performs cancel and/or re-issue as necessary.
  2. Analyzes federal grant activity to ensure the correct amount of funding has been drawn.
  3. Analyzes incoming complaints to determine scope of impact.
  4. Researches checks stubs, email chains, letters, and other documentation related to refund/payment requests to determine refund/payment amounts and to whom refunds/payments should be sent.
  5. Analyzes submitted documentation to ensure a valid justification for account adjustment requests.
  6. Analyzes vendor 1099 report to determine if corrections are necessary.
  7. Researches documentation received with cash and checks to determine appropriate account(s) for deposit.
  8. Analyzes exception reports to determine what course of action is necessary to resolve the issue.
  9. Researches employee benefits and payroll issues to determine sources of error and appropriate responses. 
Making Decisions and Solving Problems:
  1. Recommends employees for promotion, termination, or transfer based on employee performance evaluation results.
  2. Approves or denies travel requests, expenses, and vouchers.
  3. Makes decisions based on the analysis of information gathered from phone calls, emails, and written requests to resolve problems.
  4. Reviews and approves cashiering database entries.
Resolving Conflicts and Negotiating with Others:
  1. Resolves conflicts between assigned subordinates as necessary.
  2. Resolves pay issues by producing payroll supplementals as required.
  3. Manages complaints from internal and external customers effectively by providing clear and accurate information and possible courses of action to resolve the issue(s).
Training and Teaching Others:
  1. Provides training to new employees in an equivalent role as needed.
  2. Provides training to co-workers in the operation of accounting based databases, policies, and procedures.
  3. Trains external customers in report completion and auditing procedures.
Thinking Creatively:
  1. Develops electronic spreadsheets to streamline existing processes.
  2. Assists management with developing process improvements.
Guiding, Directing, and Motivating Subordinates:
  1. Leads assigned subordinates in performance of daily tasks to ensure goals are achieved.
  2. Works with assigned subordinates to identify personal motivators, individual leadership needs, and current skill levels to improve performance.
Staffing Organizational Units:
  1. Interviews and selects candidates to fill assigned vacant positions.
  2. Identifies internal candidates for employee development, promotion, and/or transfer. 
Developing Objectives and Strategies:
  1. Assists management with developing objectives and strategies to meet departmental goals.
Providing Consultation and Advice to Others:
  1. Advises assigned subordinates and co-workers in proper steps for resolving identified problems and issues.
Evaluating Information to Determine Compliance with Standards:
  1. Audits the work of assigned subordinates to ensure accuracy and completion.
  2. Audits travel expenses, requisitions, accounts receivable, and accounts payable vouchers.
  3. Reviews payable time detail report and preliminary payroll register to ensure correct payroll processing and correct payouts to employees.
  4. Audits state credit card purchases.
  5. Audits records in electronic databases and other relevant systems to ensure completeness and accuracy.
  6. Audits physical inventory counts against electronic inventory data to ensure accuracy.
  7. Verifies all fields on submitted invoices/adjustments to match information in electronic databases.
  8. Audits documentation attached to account requests to ensure completeness and accuracy.
  9. Verifies receiving report against billing invoices to ensure accuracy.
  10. Verifies electronic data entries with outside vendors to ensure accuracy.
Documenting/Recording Information:
  1. Documents employee performance expectations to generate an employee job plan.
  2. Documents on-going employee performance to support employee performance evaluations.
  3. Allocates expenses internally to appropriate accounting string to ensure funding occurs appropriately.
  4. Maintains records for funds, including but not limited to trust funds, inmate funds, and interdepartmental fund transfers as necessary.
  5. Processes cash and checks received and reconciles against internal and external account records.
  6. Inventories department assets to properly account for expected items.
  7. Maintains account entries in electronic database to ensure accurate record keeping.
  8. Maintains electronic spreadsheet logs of contract information and office equipment.
  9. Scans and uploads accounting documents into electronic databases. 
Getting Information:
  1. Observes employees conducting daily work activities to develop performance feedback for performance development and evaluation.
  2. References electronic databases and paper files for invoice information, accounts payable/receivable, adjustment information, and fund information to assist with daily activities and respond to inquiries.
  3. Fields telephone calls, emails, and written requests to research issues and gather information.
  4. Contacts internal and external customers to resolve identified issues.
Scheduling Work and Activities:
  1. Schedules workload of assigned subordinates to ensure timely completion and proper coverage.
  2. Schedules interviews for job candidates.
  3. Schedules vacation and requests for time off to ensure proper coverage.
Establishing and Maintaining Interpersonal Relationships:
  1. Establishes meaningful working relationships with assigned subordinates and co-workers to ensure effective goal achievement.
  2. Communicates with internal and external customers in a friendly and courteous manner to promote healthy relationships and provide exceptional customer service.
  3. Establishes relevant vendor contacts to provide a go-to resource for problem solving and daily interactions.
Coaching and Developing Others:
  1. Provides performance feedback to assigned subordinates to assist in personal development.
  2. Provides top performing employees with developmental opportunities to enhance organizational effectiveness.
  3. Advises assigned subordinates of developmental opportunities.
Interpreting the Meaning of Information for Others:
  1. Fields calls from external and internal customers to explain account status information, internal policies and procedures, and other information as required.
  2. Interprets policies and procedures for assigned subordinates.
Developing and Building Teams:
  1. Conducts employee meetings to build morale and cohesiveness.
Monitoring Processes, Materials, or Surroundings:
  1. Monitors internal and external vendor contracts in electronic databases to ensure accurate processing and record keeping.
  2. Monitors the Federal grant disbursement website to track remaining grant balances.
  3. Monitors trust funds for individuals in state custody to track balance amount and to ensure accuracy.
  4. Monitors agency receivables for delinquency to ensure timely payment.
  5. Monitors employee time sheet entries to identify exceptions.
  6. Monitors the status of invoices to ensure proper processing.
  7. Verifies vendor address information when paying bills.
  8. Monitors tracking system and daily reports to ensure that payments are processed.
Interacting With Computers:
  1. Sets up spreadsheets by writing formulas and functions to facilitate the processing of accounting information.
  2. Enters data into electronic databases to ensure accurate processing and record keeping.
  3. Uses electronic office productivity software (Word, Excel) to perform daily tasks.
  4. Pulls relevant information from electronic databases using wizards and forms as required.
  5. Enters time and leave requests in electronic databases as required.
  6. Schedules automated queries in electronic databases as required.
Communicating with Supervisors, Peers, or Subordinates:
  1. Communicates with supervisor to identify proper courses of action to resolve problems as they arise.
  2. Communicates with co-workers to assist with problem solving and resolution.
  3. Notifies management of systemic complaints and problems to obtain resolution.
  4. Communicates issues identified with documentation and records to the appropriate internal business partner(s) and supervisor.
  5. Notifies electronic database staff of requested accounting related changes to the system.
  6. Submits weekly processing log to supervisors to monitor workload.
Organizing, Planning, and Prioritizing Work:
  1. Prioritizes daily task list for self and assigned subordinates as needed to ensure timely responses.
  2. Organizes and plans unit meetings.
  3. Organizes paper files including but not limited to invoices, adjustment forms, and court orders to meet record keeping requirements.
Communicating with Persons Outside Organization:
  1. Communicates with customers to notify them of delinquent accounts.
  2. Communicates with external customers verbally and in written form to request/provide additional information as needed.
  3. Conducts verifications of employment in writing and over the phone for outside requestors.
Coordinating the Work and Activities of Others:
  1. Assists assigned subordinates in prioritizing daily work load.
  2. Advises supervisors and managers on unit work load and activities to assist with goal coordination and achievement.
Performing Administrative Activities:
  1. Approves employee time and leave requests as required.
  2. Maintains paper files and other filing.
  3. Runs routine and ad-hoc queries and reports.
  4. Routes mail to appropriate receiver based on content analysis.
  5. Opens and processes mail.
Updating and Using Relevant Knowledge:
  1. Maintains department specific in-service training levels to maintain required certifications.
  2. Attends accounts payable training courses as required.
Performing General Physical Activities:
  1. Travels to internal and external sites on foot to deliver mail, make bank deposits, and pick up relevant departmental packages.
  2. Climbs ladders to perform inventory counts as required.
  3. Archives physical documentation to ensure accurate record keeping.
Operating Vehicles, Mechanized Devices, or Equipment:
  1. Operates basic office equipment including but not limited to copiers, scanners, faxes, and calculators.
  2. Utilizes state owned vehicles to facilitate daily pick up and drop off of accounting documents and bank deposits as necessary.
Handling and Moving Objects:
  1. Carries and handles paper documentation as required and requested.

Competencies (KSA’s):

Competencies:
  1. Dealing with Ambiguity
  2. Decision Quality
  3. Informing
  4. Priority Setting
  5. Delegation
  6. Developing Direct Reports and Others
  7. Organizing
  8. Integrity and Trust
  9. Process Management
  10. Time Management

Knowledge:

  1. Intermediate knowledge of clerical procedures including but not limited to operation of calculator, basic office equipment, and filing procedures
  2. Intermediate knowledge of customer and personal service
  3. Intermediate knowledge of mathematics (arithmetic)
  4. Intermediate knowledge of computer operation
  5. Intermediate knowledge of office productivity software including but not limited to Microsoft Excel, Word, and Outlook
  6. Basic knowledge of accounting principles
  7. Basic knowledge of administration and management processes and procedures
  8. Basic knowledge of personnel selection and training procedures
  9. Basic knowledge of learning strategies related to subordinate coaching and training
Skills:
  1. Intermediate mathematic skills (arithmetic)
  2. Intermediate reading comprehension skills
  3. Intermediate speaking skills
  4. Intermediate organizational skills
  5. Intermediate critical thinking skills
  6. Intermediate teaching and coaching skills
  7. Intermediate time management skill (personal and subordinates)
  8. Intermediate monitoring skill (personal and subordinates)
  9. Basic keyboarding skills
  10. Basic coordination skills
  11. Basic negotiation skills
  12. Basic persuasion skills
  13. Basic social perceptiveness skills
  14. Basic judgment and decision making skills
  15. Basic skill in the management of personnel resources
  16. Active listening skills
  17. Active learning skills
  18. Service orientation skills
Abilities:
  1. Intermediate oral expression ability
  2. Intermediate written expression ability
  3. Intermediate oral comprehension ability
  4. Intermediate written comprehension ability
  5. Intermediate deductive reasoning ability
  6. Intermediate mathematical reasoning ability
  7. Intermediate inductive reasoning ability
  8. Intermediate problem sensitivity ability
  9. Finger dexterity
  10. Wrist finger speed
  11. Speech clarity

Tools and Equipment Used:

  1. Personal Computer
  2. Telephone
  3. Fax Machine
  4. Printer
  5. Copy Machine
  6. Scanner
  7. Calculator

 

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