Document Processing Supervisor (#MAAZ04)
$40,446.00 Yearly Min / $50,558.00 Yearly Mid / $60,670.00 Yearly Max

Summary Statement

An incumbent in this class supervises and coordinates the financial document processing operation for a large department.

  • Supervises a small group of data entry and clerical accounting personnel.
  • Approximately 300,000 financial transactions processed annually.

Nature and Scope

An incumbent works under general supervision of an administrative superior. A class incumbent is responsible for the administration of the document processing operation which involves reviewing, reconciling, batching and validating all payment vouchers, purchase orders and all other fiscal documents for conformance to state and departmental laws, rules, regulations, policies and procedures. Work involves coordinating document processing with all departmental fiscal personnel and acting as liaison with the Division of Accounting and State Treasurer's Office to resolve discrepancies and related problems. An incumbent is also responsible for departmental fiscal report generation and distribution.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
  • Supervises and coordinates the financial document processing operation for a large department to include document auditing and data entry functions.
  • Ensures that all departmental transactions comply with state accounting policies, procedures and applicable laws, rules and regulations.
  • Acts as liaison between departmental fiscal personnel and Division of Accounting and State Treasurer's Office to provide counsel, advice and resolution to problems related to document processing.
  • Schedules and generates daily, weekly and monthly financial reports for distribution to departmental personnel. Reviews, identifies and resolves problems associated with departmental fiscal reports and financial transactions.
  • Performs various support duties such as preparing memos related to accounting procedures and manual changes, coordinating departmental audit and maintaining vendor payment voucher files.
  • Assesses on-line and batch computer processing programs for efficiencies and recommends and tests enhancements.
  • Recommends and implements new or revised accounting procedures and controls related to document processing.

Knowledge, Skills and Abilities

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
  • Knowledge of financial document preparation and processing.
  • Knowledge of state and departmental fiscal policies and procedures.
  • Knowledge of accounting principles and practices.
  • Knowledge of data entry procedures.
  • Ability to supervise data entry and accounting personnel and train departmental personnel in data entry and financial document procedures.
  • Ability to assemble and evaluate data and generate a variety of financial reports.
  • Ability to maintain accurate accounting records.
  • Ability to establish and maintain effective working relationships with inter and intra departmental personnel, vendors and the public.

Job Requirements

JOB REQUIREMENTS for Document Processing Supervisor
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
  1. Six months experience in document processing and control which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies and procedures and ensures quality assurance of results.
  2. Six months experience in record keeping.
  3. Six months experience in using an automated information system to enter, update, modify, delete, retrieve, inquire and report on data.
  4. Knowledge of accounting support which includes performing financial transactions such as classifying, computing, verifying, recording/posting, reconciling, audit/examination, summarizing financial data, and compiling reports.
  5. Knowledge of staff supervision acquired through course work, academic training, training provided through an employer, or performing as a lead worker overseeing the work of others; OR supervising staff which may include planning, assigning, reviewing, and evaluating the work of others; OR supervising through subordinate supervisors a group of professional, technical, and clerical employees.