County Administrator HR Civil Service Board Clerk of the Circuit Court

Accounting Clerk III

Recruitment #1905-AC3CLKJ-002

Introduction

The Clerk of the Circuit Court is looking for new members to join our team as part of one of the finest organizations in Hillsborough County. Employees of the Clerk of the Circuit Court provide quality service to our public.

As a member of our working team, you will occupy a position offering a unique challenge. You are, in effect, working both for your neighbors and yourself while constantly improving your community. You are a public employee performing essential services for the people of Hillsborough County. Our county’s citizens are affected by your on-the-job performance and their opinions of our organization are directly influenced by your conduct. Wherever you work in the Clerk’s organization, please keep in mind the trust that the people of Hillsborough County have placed in your hands. By meeting all of your responsibilities in the most efficient and courteous manner possible, you will find your efforts rewarding.
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*Please note: this opportunity is open only to current, tenured Clerk of Court and Comptroller employees!*

This office reserves the right to consider how your application is prepared. It will be considered only if it is written with clarity and contains the required transcripts, certificates and licenses or other specified documents.

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The Clerk of Court and Comptroller (Clerk) is the Chief Financial Officer of Hillsborough County, a large county with total annual revenues of approximately $1.9 billion. Responsibilities of the Clerk include accounting, treasury and audit functions for the Hillsborough County Board of County Commissioners (BOCC). This Accounting Clerk III position is in the County Finance Department and will primarily have responsibilities in: Receipting, Accounts Receivable, Auditing, Accounting, Reconciliation, Internal Control Monitoring and Problem-solving. Systems include an Oracle E-Business Suite Enterprise Resource Planning (ERP) system, OnBase imaging system for document and workflow management, Kronos, Microsoft Office (Excel, Word), as well as various subsystems utilized by BOCC departments and agencies.

IDEAL CANDIDATE PROFILE

The ideal candidate will have:
• Knowledge of accounting, general ledger and sub-ledger account structures.
• A solid understanding of internal controls, basic auditing and reconciliation processes.
• Experience with Oracle E-Business Suite Enterprise Resource Planning (ERP) system.
• Experience with OnBase Document Imaging system.
• Experience in creating and reviewing/auditing basic journal entries which primarily record the receipt of revenues.
• The ability to work cooperatively within their assigned team, County management and stakeholders in outside departments and agencies to solve accounting and ERP system-related problems.
• Suitable written and verbal communication skills required for discussing work issues with various levels of external and internal staff and for interpreting and drafting procedures.
• Two years of experience in the above duties including the preparation, review and posting of journal entries as well as reconciliation of banking transactions.

MINIMUM QUALIFICATIONS

An Associate's degree with a major in Accounting; or Business related major with at least 15 credit hours of Accounting, and two (2) years of experience in Accounts Receivable, Accounting, Financial Auditing, GL Account Reconciliation, Banking or similar field.

Please Note: a degree is preferred, but will consider candidates with an equivalent combination of education, training and experience such as 3+ years of experience in the competencies listed above. 

TESTING REQUIREMENTS

A passing score on a general accounting exam may be required.

JOB SPECIFIC COMPETENCIES

• Knowledge of Accounting or Bookkeeping.
• Knowledge of State and Local Governmental Accounting would be preferred.
• Knowledge of Treasury functions (banking or bank reconciliation) is preferred.
• Familiarity with fraud prevention and internal controls is a plus.
• Experience with reviewing or analyzing financial transactions such as journal entries (debit and credit verification and balancing).
• Ability to reconcile financial transactions on journal entries or in the GL to supporting documentation, reports and subsystems.
• Abilities to determine if supporting documentation is sufficiently comprehensive in support of accounting transactions.
• Ability to organize supporting documentation for journal entries and upload the documents into an imaging record retention system.
• Ability to effectively track large tax receipts and related distributions.
• Experience in Accounts Receivable (AR) recognition and reconciliation.
• Familiarity with cash collection systems (cashier/teller duties) would be a plus.
• Skill in identifying, researching and solving accounting or bookkeeping issues.
• Knowledge of effective internal controls.
• Knowledge of Oracle ERP systems and associated processes. Knowledge of SAP, PeopleSoft, JD Edwards or similar ERP system would be acceptable.
• Skill in written and verbal communication.
• Ability to develop basic computer based spreadsheets and documents. This requires basic (at minimum) to intermediate knowledge of Microsoft software such as Excel and Word.
• Skill in preparing appropriate and balanced journal entries.
• Ability to establish and maintain cooperative and effective working relationships. Ability to effectively interact with co-workers, management, County staff in external departments and agencies, and internal and external auditors.
• Experience with bringing tasks and projects to a quick close with determination and commitment.
• Ability to manage time and prioritize workload efficiently and effectively.

REPRESENTATIVE DUTIES

Note: The following duties are illustrative and not exhaustive. 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. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

Accounting Transactions, Review and Reconciliations:
• Review and approve GL journal entries on a daily basis within established deadlines. All journals received should be reviewed and posted within 48 hours.
• Review, record and reconcile bank transactions on a daily basis.
• Monitor unrecorded bank and GL transactions, send notice of delinquencies.
• Access certain websites (bank, state, federal, etc.) to obtain data for the certain tasks.
• Prepare receipts, summarize receipts and record receipts into the GL.
• Prepare electronically transmitted bank deposits (remote deposit capture-RDC), or by standard bank deposit slips.
• Prepare certain monthly, quarterly and annual, or as otherwise required, spreadsheets or workpapers in support of certain receipts or amounts on the GL trial balance.
• Review and approve journal entries submitted by internal and external staff.
• Work with internal and external staff to ensure financial transactions are submitted accurately and timely. Provide guidance on accounting issues.
• Support closing of month-end and year-end GL within established schedule.
• Ensure tasks are performed accurately and timely for daily, weekly, monthly, quarterly and annual events to prevent oversights.

Monitoring the General Ledger and Internal Controls:
• Understand business processes from an internal control perspective.
• Communicate compliance issues with management of BOCC departments and agencies.
• Determine if staff is following established procedures and guidelines.

System-Related:
• Develop knowledge of the Oracle ERP system and related subledgers and subsystems, as well as the County’s ledger and account structure and reporting tools.
• Propose improvements in procedures and utilization of the ERP system.
• Participate in special Accounting or ERP system-related projects for the County Finance Department such as testing new processes and procedures.
• Work with Information Technology Department and other internal/external agencies, departments or parties to solve problems when necessary.

 

This classification description is not intended to be, nor should it be construed as an all inclusive list of the duties associated with a particular position. Management may require incumbents to perform job duties other than those contained in this document at any time.

JOB SPECIFICATIONS

*Please note: this opportunity is open only to current, tenured Clerk of Court and Comptroller employees!*

Conclusion

VETERANS' PREFERENCE: Preference will ONLY be entitled upon initial appointment for eligible veterans and eligible spouses of veterans. Documentation to support entitlement to preference MUST be provided at the time of application.

RESPONSE/RECOVERY ACTIVITIES: Employees may be required to participate in response/recovery activities in response to a major emergency or natural disasters affecting County operations. In such situations, every effort will be made to maintain operations, but employees may be assigned to carry out response activities suited to their skills and capabilities.

CLERK OF THE CIRCUIT COURT IS AN EQUAL OPPORTUNITY EMPLOYER

The Clerk of the Circuit Court provides equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, sex, political affiliations, marital status, non-disqualifying physical or mental disability, age, sexual orientation, membership or non-membership in an employee organization, or on the basis of personal favoritism or other non-merit factors.

Clerk of the Circuit Court welcomes and encourages applications from minorities, veterans, and persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application and testing process. The decision on granting reasonable accommodation requests will be on a case-by-case basis.