Job Title: FISCAL ASSISTANT
Reports To: Finance Director
Pay Grade: 61
FLSA Status: Non-Exempt
Under direction of the Finance Director and Finance Manager, the Fiscal Assistant is responsible for human resources/payroll transactions and accounts receivables transactions for all components of Children’s Trust of Alachua County (CTAC). This position is also responsible for assisting with fiscal reports, contract budget reviews, budget development, invoice updates, development of Truth-In-Millage process, and cross-training on other fiscal functions.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Essential Duties and Responsibilities
Responsible for human resources/payroll transactions for all components of CTAC, including, but not limited to:
- Process bi-weekly payroll and maintain payroll records.
- Review, process, and audit timesheets, entering hours worked.
- Calculate and record merit increases and other changes to payroll.
- Process prepared notices and documents for vacancies, hiring, terminations, promotions, merit increase or other personnel actions.
- Create journal in ledger system.
- Enter/Review/Post Cafeteria Plan; Enter/Review/Post payment to FRS system and New World; Enter/Review/Post payment to County for Health Insurance and dental; Enter/Review/Post payment to County for Life Insurance.
- Run and provide W2’s.
- Ensure the security of confidential employee information.
- P-Card management/post to New World
- Enter/Review/Post staff travel and mileage reimbursements.
Responsible for receivables transactions for all components of CTAC, including, but not limited to:
- Daily download of bank reports.
- Daily recording in New World of bank activity.
- County tax roll income Spreadsheet reconciliation.
- County tax roll income recording to New World.
- Bank reconciliation.
Perform other job-related duties as may be requested by your supervisor or designee, including, but not limited:
- Cross train on all fiscal functions and perform as the back-up fiscal agent for absent/vacation/sick employees.
- Participate or assist with fiscal reports.
- Participate or assist with provider contract budget reviews.
- Participate or assist with provider invoice updates.
- Participate or assist in the development of the budget.
- Participate or assist in the development of the Truth-In-Millage process.
The requirements listed below are representative of the education, knowledge, skills, and/or abilities required.
Education and Experience:
■ High school diploma or equivalent; and a minimum of three years of experience in accounts payable, receivable and payroll processes or combination thereof;
■ AA degree or Technical degree and one year of experience in accounts payable, receivable and payroll processes or combination thereof.
Knowledge, Skills, Abilities, and Work Habits
- Knowledge of Microsoft software applications and data entry in various ledger platforms
- Ability to come to work consistently (attendance)
- Ability to work as directed
- Ability to get to work on time (punctuality)
- Ability to work under stress
- Ability to get along with co-workers
- Ability to cooperate
- Ability to work on a team
- Gain a working knowledge of and comply with appropriate laws, rules, administrative policies and procedures related to your specific position.
- Coordinate activities with your immediate supervisor and keep him/her updated on trends and changes.
- Ensure that work performance is in accordance with CTAC policies and procedures.
- Provide appropriate documentation of activities.
- Initiate and maintain all paperwork in compliance with appropriate rules and regulations.
- Maintain open communication and positive working relationships with agency personnel, volunteers, interns, community partners, and the general public.
- Work cooperatively to promote the corporate identity and scope of CTAC.
- Participate in CTAC staff meetings, profession development and training, as instructed by your supervisor.
- Participate in maintaining the facilities owned and/or operated by CTAC.
- Abide by and promote safety practices that reduce the risk of injury and/or property damage and facilitate the well-being of participants, guests, staff and the general public.
- Gain a working knowledge of and comply with CTAC policies and procedures.
- Gain a working knowledge of and comply with appropriate CTAC personnel policies and rules for ethical conduct.
- Report any potential, suspected or actual workplace violence in accordance with the policy described in the Employee Handbook.
- Report any suspected or incidents of discrimination or harassment of CTAC participants, staff, volunteer, partners, or visitors in accordance with the policy described in the Employee Handbook.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this position, the employee regularly alternates between sitting for long periods of time when using computer and computer keyboard; physically moving around from department to department. Specific vision abilities required by this position include close vision, distance vision, depth perception and the ability to adjust focus.
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. The workplace is a comfort controlled open office environment. The noise level in the work environment is usually moderate. When outside the office the work environment, the employee is occasionally exposed to outside weather conditions.