Data Entry Assistant Jobs in Rockingham, NC (NOW HIRING)

Description

General Description of Duties

Under general supervision, the purpose of this position is to perform clerical and accounting related work in the County Finance Department. Employees in this class performs a variety of tasks in the maintenance of account records. The work involves applying established accounting procedures, principles of bookkeeping, and basic fund accounting to the processing of accounts payable and accounts receivable. Duties include the review of invoices and purchase orders for accuracy, authorizations and coding to appropriate accounts; correction of incorrect invoice entries; data entry of monthly payables, postdated purchase orders into the computer, deposits, ledger postings, entry of payable checks into Excel spreadsheet and balancing entries against computer runs. Duties also include assisting departments with accounts payable issues. The employee is expected to have a general understanding of the County and its services to respond to inquiries. Work requires strong organization skills and the ability to meet deadlines. Some judgment is required in selecting and applying appropriate procedures. Tact and diplomacy are required in dealing with vendors, coworkers and citizens while conducting County business. The work is performed under the supervision of the Assistant Finance Director and is evaluated through conferences, review of the work for accuracy and timeliness, customer service and by independent audit of financial records.

Essential Duties and Tasks

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management form assigning duties not listed herein if such functions are logical assignment to the position.

Reviews of all incoming invoices to ensure proper documentation and management approval. Perform three-way matching by verifying invoices against purchase orders and receiving logs. Reviews all data submitted to ensure expenses are eligible and reasonable and appropriate to the department cost center. They also input high-volume transaction data into the accounting software with strict attention to accuracy.

Schedules and processes weekly and bi-weekly vendor payment runs utilizing highly controlled checks.  Safeguard state and local public assets by ensuring that all physical check stamps or signature machine devices comply with formal governing board resolutions.

The role applies proper statutory internal control measures to eliminate employee mistakes, unauthorized transactions, or fraudulent activities during the payment process.  Monitor vendor payment terms closely to take advantage of early payment discounts. The position reviews the accounts payable reports to prevent past-due accounts and late fees. Route large financial disbursements to upper management to secure necessary payment approvals.  Maintain complete transparency across all disbursements to uphold public trust and ensure correct cash ledger accounting

Accurately tracks, documents, and categorizes paid North Carolina state and local sales taxes on all municipal purchases.

Resolves billing discrepancies by communicating directly with vendors and internal department heads. Routinely reconcile vendor statements against internal records to identify missing invoices or credit memos. Helps maintain vendor master files including mandatory W-9 forms and onboarding paperwork. 

Performs a variety of administrative support duties to support the Finance Office; receives telephone calls and greets visitors, takes messages, answers questions and directs calls and visitors to appropriate personnel; purchases and distributes postage to departments; shares responsibility for sorting and distributing mail for the department and for preparing and making departmental deposits.

Shares responsibility for receiving Finance Office cash receipts and bills; prepare receipts; copies checks; codes to appropriate accounts and prepares deposits; enters checks into spreadsheet and balances to general ledger, and reviews occupancy tax.

Organizes and disposes of accounts payable transaction records in strict compliance with the North Carolina Department of Natural and Cultural Resources data retention schedule.  Provides direct support to external auditors by compiling requested vouchers, general ledger records, and financial reports during the annual audit. 

Maintains meticulous records to ensure the agency satisfies the fiscal health tracking metrics enforced by the state's Local Government Commission (LGC).  

Assisting auditors with accounts payable records or as needed during annual independent audit of financial records.

Assist Finance Director with monthly financial reports and internal controls.

Independently organize work, set priorities, meet deadlines, and follow up on assignments.

Performs related tasks as required.

Knowledge, Skills, and Abilities

Governmental accounting principles: Understanding of modified accrual accounting and Governmental Accounting Standards Board (GASB) guidelines.

North Carolina General Statutes: Familiarity with the Local Government Budget and Fiscal Control Act (LGBFCA), specifically pre-audit certification requirements.

Sales tax refund regulations: Knowledge of North Carolina rules regarding local government sales and use tax tracking and annual refund claims.

Internal control frameworks: Comprehension of proper segregation of duties, public fund disbursement protocols, and fraud prevention methods. 

Tax compliance laws: Understanding of IRS regulations regarding W-9 onboarding, vendor verification, and annual 1099 reporting. Principles and practices of recordkeeping.

Working knowledge of the organization and functions of county government and the financial issues that impact them.

Working knowledge of the County's administrative, accounting and purchasing policies and procedures.

Working knowledge of modern office procedures and related office information technology equipment, software, and peripherals.

Ability to rapidly input high volumes of financial transaction data with a very low error rate. 

Ability to spot minute discrepancies between invoices, purchase orders, receiving logs, and budget line items.

Ability to identify non-compliant spending requests and confidently enforce preaudit statutory rules with other departments.

Ability to explain complex public finance policies and documentation requirements to non-financial staff.

Ability to prioritize competing tasks effectively to consistently meet strict weekly payment and month-end closing deadlines. 

Ability to securely handle sensitive banking details, tax identification numbers, and internal financial data.

Ability to use posting, calculating, and adding machines and automated equipment for the maintenance of accounting records.

Ability to make arithmetic computations accurately and with reasonable speed.

Ability to maintain accurate records and prepare moderately complex records and reports.

Ability to communicate effectively in oral and written forms.

Ability to establish and maintain effective working relationships with supervisors, coworkers, vendors and the general public.

Requirements

Physical Requirements

Must be able to perform the basic life operational skills of stooping, kneeling, crouching, reaching, pushing, pulling, lifting, fingering, talking, hearing and repetitive motions. Must be able to perform sedentary work, exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push or otherwise move objects. Must possess the visual acuity to prepare and analyze data and figures, perform accounting tasks, operate a computer and determine accuracy of work performed.

Minimum Training and Experience

Requires a High School Diploma or an acceptable equivalency diploma (GED) with two (2) years of related (bookkeeping or accounting clerical work) experience; or equivalent combination of education and experience.  MS Office Proficient. Basic to intermediate Microsoft Excel experience.

Preferred Training and Experience

Associate's Degree in Accounting or related field and/or five (5) years of experience in bookkeeping or work in a Finance setting. Expert level Microsoft Excel.

Application Process

Submit an Anson County application to:

Roslynn K. Ingram, HR Manager at

101 South Greene St. Suite 240

Wadesboro, NC 28170 or

Email Human Resources