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Job: DHS Account Specialist I

Chaffee County

DHS Account Specialist I

Chaffee County

Job Description

Job Type: Full time, Salaried

Wage: $42,106-$52,633/yr.

Location: Salida, CO.

Job Description

GENERAL STATEMENT OF DUTIES:

This position performs a variety of bookkeeping, accounting, information technology, record keeping and administrative tasks for the Department of Human Services (“DHS”). Ensures accurate and timely payments are made to vendors, employees, foster care and child care providers; ensures deposits are prepared and cash receipts are recorded; and, all transactions are verified and reconciled with the proper systems. Acts as security administrator for DHS and the liaison with the State of Colorado Office of Information Technology (OIT) and other IT consultants.

ESSENTIAL JOB FUNCTIONS: The following duty statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. The County reserves the right to modify or change the duties or essential functions of this job at any time. (Incumbent may not perform all of the listed job functions.) 

  • Enters payables and prepares check runs in using the DHS’s accounting system; prepares envelopes and mails payments. Certifies disbursements and balances with the County Treasurer. Ensures outstanding checks are cleared or otherwise resolved timely. Obtains vendor taxpayer information and prepares 1099s. 
  • Checks employee travel and other receipts for accuracy, completeness, and appropriateness prior to processing. 
  • Prepares and enters various general journal entries such as period end accruals, reclassifications and other one-time adjustments as needed. 
  • As security administrator, acts as the liaison with the State for staff security access to various programs. Initiates new hire system access and changes needed for new or different staff roles. Acts as backup for ID / security badge issuance. Acts as troubleshooter for agency when IT issues come up. Works with IT consulting firms and security firms. Completes the annual computer audit, assists with routine replacements of state issued computers, and processes purchase orders for IT equipment as required. 
  • Manages electronic time keeping system and processes leave time accruals. Reconciles county payroll data and uploads DHS employee time and payroll data to the state system. 
  • Prepares deposits as needed. 
  • Enters and posts accounts receivable through the various State and manual systems. Balances and monitors all cash recovery accounts for the agency.
  • Prepares billings for accounts for out of the system receivables.
  • Performs data entry into various State systems to prepare payments for foster care and childcare.
  • Resolves payment discrepancies and direct deposit issues with case managers and vendors.
  • Exports various State systems reports, reconciles, and distributes as needed.
  • Monitors RMS (random moment sampling) responses or non-responses, and updates quarterly rosters. 
  • Clears SAAs (State Administrative Adjustments) for the Agency. 
  • Performs various filing tasks.
  • Participates in regular and ad hoc state meetings and training sessions for various programs administered by DHS. 
  • Serves as the backup for the DHS Chief Financial Officer, performing other tasks such as uploading financial data to the state system, preparing monthly settlement with the state, assisting with reconciliations between the state and county accounting systems, assisting with grant accounting. 
  • Cross trains with other accounting and administrative staff, as needed.
  • Participates in special projects and performs other duties as assigned.

EDUCATION:

  • High school diploma or GED,
  • Associates Degree in Accounting or a four year bachelor's degree in Accounting preferred.

EXPERIENCE: Two (2) to four (4) years in related field, positions similar or related to this job.

REPORTING RELATIONSHIPS: This Position Reports to: Chief Financial Officer This Position has Supervisory and/or Management Responsibility for: None

KNOWLEDGE, SKILLS, AND ABILITIES

  • Knowledge of accounting concepts and double entry bookkeeping. 
  • Ability to utilize multiple software systems including accounting systems, Excel, Word, online meeting applications, and to quickly learn various state systems. 
  • Ability to effectively communicate verbally and in writing and collaborate with others. 
  • Ability to prioritize, manage time and multi-task.

SCOPE OF INTERPERSONAL CONTACTS: Relationships are with accounting staff, case managers, case workers, eligibility technicians, Child Support Enforcement technicians, and other Human Services employees and supervisors.

MATERIAL AND EQUIPMENT USED: Computer, printer, calculator, copier, scanner, fax machine, telephone.

WORK ENVIRONMENT: Work is generally confined to a standard office environment. Noise level is generally moderate. Work flow interrupted from time to time by phone calls, requests and questions from co-workers, vendors and others, etc.

PHYSICAL DEMANDS: The following are some of the physical demands commonly associated with this position.

  • Mobility: Works sitting at desk the majority of the work day. Walks approximately 5% of the time and stands approximately 5% of the time. Ascends or descends ladders, stairs, scaffolding, ramps, poles, and the like using feet and legs or hands and arms. Reaches, extending hand(s) in any direction.
  • Lifting: Exerts up to 15 pounds of force occasionally or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects.
  • Dexterity: Handles, seizes, holds, grasps, turns, or otherwise works with hand or hands. Fingers, picks up, pinches, or otherwise works primarily with fingers rather than with the whole hand or arm.
  • Vision: The vision requirements for this position are as follows: Close vision (clear at inches or less). Peripheral vision (ability to observe an area than can be seen up and down or to the left or right while eyes are fixed at a given point).
  • Communications: Individual must be able to clearly understand the English language and be understood while speaking the English language.
  • Driving: Must be able to operate a motor vehicle and have a valid driver’s license.

**Disclaimer: The duties and responsibilities described above are not a comprehensive list and additional tasks may be assigned to the employee, time to time; the scope of the job may change as necessitated by business demands. Click “Visit” below for more detail on this specific job.

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