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TEMPORARY up to 40 hours per week.
Processing receipts, disbursements, accounting, and reports for the Health and Human Services Department in order to assist the Fiscal Supervisor in keeping accurate records and meeting reporting and reimbursement requirements of local, state, and federal governments and related work as apparent or assigned. Work is performed under the moderate supervision of Fiscal Supervisor II.
Associate/Technical Degree Moderate experience involving a combination of office support and booking responsibilities.
Experience in accounts payable/receivable; experience working in state and county computer applications preferred; onsite work; up to 40 hours/week.

Title: Accounting Technician

Updated:  12/5/2022

Department: Health and Human Services

Reports to: Fiscal Supervisor II

Position Status: Part-Time/Temporary up to 40 hours per week

Job Location: Chisago County Government Center, Center City, MN

Position Objective

Intermediate Performs immediate work processing receipts, disbursements, accounting, and reports for the Health and Human Services Department in order to assist the Fiscal Supervisor in keeping accurate records and meeting reporting and reimbursement requirements of local, state, and federal governments and related work as apparent or assigned. Work is performed under the moderate supervision of Fiscal Supervisor II.                            

Essential Functions

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Acts as lead worker for preparation of payments to maximize state and federal reimbursements.            Discretion A% 30

Reviewing and advising the work of social service case aides, clerical and other Accounting Tech to assure proper accounts and vendors are used for all social services and administrative bills.

1. Assisting social workers in preparing service agreements and vouchers.
2. Reviewing and monitoring contract agreements and vouchers for errors and discrepancies to meet accurate fiscal reporting requirements.
3. Developing procedures as new or unusual circumstances arise to meet strict deadlines in favor of vendors to accommodate emergencies and unforeseeable circumstances of clients and agency workers.
4. Identify errors and system problems and completing or recommending changes to correct errors or problems.
5. Uses knowledge of computer systems including IFC, CSIS, VPS, MAXIS, MEC2, PRISM, SWS, SSIS and adapt to changes in systems and procedures as necessary.

Prepare, journalize, and processes disbursements to assure that proper amounts and expense accounts are debited according to local, state, and federal guidelines.   Discretion A % 20

1. Verifies cost per unit, number of units, totals, confirms that payment has not already been made, and acquires proper approval for payment of social service contracts and administrative bills.
2. Enters service agreements, codes and prepares bills to proper accounts and vendors for data entry.
3. Enters coded data into computer Integrated Financial System (IFS), Voucher Payment System (VPS), or Waiver Services disbursement journals.
4. Produces reports for Board approval for payments.
5. Journalize and processes disbursements.
6. Sets up vendors and produces warrants for distribution to vendors.
7. Maintains financial records.
8. Determine and code payments for 1099, FICA, and sales tax payable.

Prepares, journalizes, and processes receipts to correct accounts according to local, state and federal guidelines.  Discretion A % 15

1. Receipts monies and distinguishes whether it is to be posted to Agency Collections System or MAXIS State Collections, or regular Integrated Financial System (post MAXIS receipts to state system immediately).
2. Codes for data entry to proper accounts and forwards data entry receipts and money to Auditor’s Office.
3. After Auditor’s and Treasurer’s Office have processed receipts in their respective offices, enters and processes all receipts to Human Services IFS and ACS systems.
4. Maintains receipts journals for all revenues to IFS, Agency Collections, and MAXIS systems.
5. Adjusts claims for Income Maintenance and Collection workers as authorized.
6. Determine sales tax payable and code receipts accordingly.
7. Prepare vouchers for Recovery Payments received according to state guidelines.

Receipts, disburses, maintains, and accounts for all financial records of Social Welfare Fund to provide timely disbursements of funds to clients and caregivers Discretion A % 20

1. Receipt monies for Social Security, SSI, petty cash, and miscellaneous accounts into general journal and case ledger accounts and prepare bank deposit and enter data using Social Welfare System (SWS).
2. Prepare and enter data for disbursement of personal needs monies and caregiver/rent monies and other miscellaneous expenses for each client as specified by case workers and journalize, using Social Welfare System (SWS).
3. Reconciles monthly bank statements for checking and saving accounts and prepares cash trial balance of individual accounts and ledgers each month
4. Prepare end of year fiscal reports for fund.
5. Prepare monthly client activity reports to workers and complete reports as requested by Social Security Administration.
6. Assist workers in preparation of proper forms and make recommendations.

Prepares reports to acquire reimbursements, compare data, and to monitor budgets.  Discretion A % 5

Prepares regular monthly and quarterly statistical reports for county, state, and federal agencies to acquire reimbursements.

Prepares month-end voucher payments and service agreement reports to monitor budget accounts, service agreement accounts, and payments to collection accounts.

Prepares and analyzes for interpretation various requested reports for local agency use.

Enter Child Care Vouchers in MEC2 (Minnesota Electronic Child Care System.    Discretion A % 5

1. Review vouchers for discrepancies in rate charged (weekly, hourly, etc.).
2. Enter data as charged by provider. If discrepancies occur, return to providers or childcare workers for verification/corrections.
3. Create adjustments as requested by workers or providers due to claiming errors.
4. Research payments made by state for errors and discrepancies and determine adjustments needed.

Miscellaneous Duties - Discretion B % 5

1. Creates and processes for state reimbursement Waivered Services/MH Case Management claims.
2. Prepare and mail income verifications to clients and vendors as requested.
3. Record keeping and return of voided IM checks and FNS135 for Electronic Claims payments via EBT IOC and DHS as requested.
4. Process recoveries and cancellations to affect actual income and expenditures.
5. Enter Electronic Claims, cash and food stamp payments via EBT.
6. Research lost check payments and outstanding checks. Prepare duplicate warrants when necessary.
7. Other miscellaneous duties as assigned by Fiscal Supervisor.                                                       

Knowledge, Skills, and Abilities

• Knowledge of accounting principles and practices.
• Knowledge of office terminology, procedures, and equipment.
• Knowledge of business arithmetic and simple mathematics.
• Knowledge of automated accounting (i.e., receipts and disbursement processing, collections, data entry)
• Ability to analyze workflow problems and to design procedures to increase efficiency and effectiveness of payments and reporting.
• Ability to recognize accounting problems and effect solutions.
• Ability to maintain accurate and timely records through all stages of accounting cycle.
• Ability to perform mathematical computations.
• Ability to follow written and detailed oral instructions.
• Ability to interpret bookkeeping records and documents and to prepare information in summary form.
• Ability to understand fiscal procedural and transactional practices.
• Ability to analyze financial records and reports, locate errors and recommend solutions to procedural other problems.
• Ability to maintain effective working relationships with supervisors, co-workers, and the public.
• Ability to operate a variety of office equipment.
• Ability to organize work efficiently.
• Ability to perform detailed work with speed and accuracy.
• Ability to work under pressure and willingness to accept responsibility for meeting deadlines.

Desired Minimum Qualifications

Associate/Technical Degree Moderate experience involving a combination of office support and booking responsibilities.

Special Qualifications

None

Tools and Equipment Used

Computer, copier, phone, fax, automobile, other miscellaneous equipment relative to position.

Working Conditions

The characteristics listed below are representative of the physical demands, physical agility, sensory requirements, and environmental exposures required by an individual to successfully perform the essential duties of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• This classification occasionally involves physical agility requirements such as: climbing, stooping, kneeling, crouching, crawling, reaching, pushing, pulling, repetitive motions and manual dexterity.
• Sensory requirements include standard vision requirements; vocal communication is required for expressing ideas by means of the spoken word; and hearing is required to perceive information at normal spoken word levels.
• While performing the duties of this position, the employee regularly works in an office setting.

Physical Exertion (Pounds)

Up to 10

Occasional

Up to 25

Occasional

Up to 50

Seldom

Up to 100

Seldom

100 or more

Seldom

Applicants for appointment to this position will be required to submit a formal application and may be subject to rating of education and experience, oral interview and/or reference check, background investigation, criminal history check, drug testing.  Job related tests may be required of any applicant.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

This job description does not constitute an employment agreement between the employer and employee as is subject to change by the employer as the needs of the employer and requirements of the job change.