Fiscal Assistant Jobs

• Collecting, calculating and entering payroll data.
• Ensuring timesheets are correct, verified and signed.
• Correcting payroll errors, obtaining signatures after employee verification.
• Receiving, copying, distributing and filing checks.
• Mailing any unclaimed checks.
• Resolving payroll discrepancies.
• Providing payroll information such as answering questions and/or requests.

Updates and maintains payroll records by:

• Entering changes in exemptions, job title changes, wage changes, utilizing the ABRA system.
• Verifying vacation and sick leave accrual balance.
• Following appropriate local filing and distribution procedures.
• Processing distribution reports to CO.
• Collaboratively working with Administrative Assistant-Human Resources to ensure input of all personnel information.

Maintains office inventory by:

• Comparing catalogs for best prices.
• Determining needs for office supplies as authorized by Program Director.
• Ordering, receiving, and distributing supplies in accordance to Agency purchasing guidelines.
• Maintaining and enforcing inventory/supply system.

Maintains petty cash by:

• Issuing cash to employees for minor purchases according to Agency policies and procedures.
• Retaining receipts and keeping records of expenses.
• Reconciling petty cash account.
• Processing reconciliation to CO.

Performs Accounts Payable duties by:

• Guiding, reviewing and informing Program Director of county budget by analyzing and reviewing line items and recommending appropriate money transfers as needed to the Program Director.
• Ensuring that purchase orders are created for bills and invoices and sent to Accounts Payable at CO in accordance to procedure deadlines.
• Creating purchase orders as necessary for county staff.
• Preparing and tracking per diems and making travel arrangements as necessary.

Performs other office related tasks and produces information by:

• Transcribing, formatting, composing, editing, retrieving, copying and transmitting text, data and a wide variety of routine correspondence and reports.
• Answering phones/assisting public and staff.
• Processing daily mail and distributing to appropriate staff as needed.

Provides training and technical assistance to county staff by:

• Providing training to staff on payroll procedures during County Pre-Service and staff meetings.
• Informing management staff on procedures for processing employee timesheets and payroll information, requesting purchase orders, turning in receipts and expense reimbursements in a timely manner.

Continually applies safety practices in all facets of the performance of duties by:

• Complying with agency safety standards.
• Supporting participation of a safe environment.
• Immediately reporting any unsafe or hazardous working conditions and/or any injuries.
• Maintaining documentation of management team safety activities.

Contribute to team effort by:

• Participating as a team member during management team meetings.
• Providing positive and constructive input to all aspects of the program.
• Following OCDC policies regarding chain of command and conflict resolution.
• Maintaining a supportive relationship with staff and peers.
• Establishing open, positive communication and interaction with all staff.
• Providing positive, constructive input in meetings, reports, budgets, and planning.
• Openly receiving feedback from members of CO and Finance Dept.
• Implementing plans of action to comply with Head Start Performance Standards and OCDC policies in collaboration with Program Director and Finance Dept.
• Fostering an understanding of Head Start, its mission, goals, objectives, and program services.

Maintains technical knowledge by:

• Attending designated training workshops or seminars.
• Participating in training and coordinating activities as part of the statewide OCDC team.

Maintains confidence and protects agency operations by:

• Keeping information confidential.

Other responsibilities:

• Performing other work related or assigned duties.