Fiscal Services Specialist

STATE BAR OF CALIFORNIA
Published
January 12, 2022
Location
San Francisco, CA
Job Type
 

Description

Job Description

Office of Finance

Annual Salary: $66,700 - $88,925

Non Exempt/Union Represented

The State Bar of California is seeking a Fiscal Services Specialist to perform accounts payable duties in the Office of Finance. The applicants must have demonstrated experiences and knowledges in full accounts payable cycle with an understating of internal control, accounting policies and procedures. Keen attention to detail, strong organizational, time management and communication skills are essential to this job.

DEFINITION

The Fiscal Services Specialist is responsible for performing a variety of finance and budgeting functions and transactions including but not limited to preparing, processing, analyzing, interpreting, reconciling, maintaining and verifying the correctness of a variety of finance and budgeting data, records and reports related to accounts payable, accounts receivable, disbursement, member billing, payroll, attorney/client trust accounts, collection, budgeting, and financial reporting activities; responds to inquiries from State Bar members, employees and outside agencies, including vendors, tax authorities and banks. The Fiscal Services Specialist also provides support for other accounting and administrative functions within the Office of Finance and may be assigned to one or more specialized area.

DISTINGUISHING CHARATERISTICS

This is the para-professional class below the professional Financial Analyst classification series. Incumbents typically report to a Senior Financial Analyst. The class is distinguished from the Finance series in that the complexity level of the work performed does not require professional training or experience nor does it involve assignments where creative, analytical and evaluative abilities are utilized on a continuous basis.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to the following:

  • Provides responsive, accurate, complete, up-to-date information to State Bar members, employees, outside vendors and agencies and banking institutions in a courteous, efficient and timely manner.
  • Assists with annual budgeting, fiscal month-end year-end close and annual tax filings.
  • Maintains required vendor and customer files and reports.
  • Assists with quarterly financial reporting and reconciliation processes.
  • Assists with system upgrade and user testing process.
  • Performs general administrative duties including filing, mail distribution and record retention.
  • Performs other similar or related duties which may not be specifically included within this position description but which are consistent with the general level of the job and the responsibilities described.

When Assigned to Accounts Payable:

  • Handles the full cycle of accounts payable activities including audit, vendor invoice and payment request processing, vendor account (vendor account what?) and purchase order reconciliation.
  • Processes accounts payable entries including purchase order matching, vouchering, GL account coding, batching, data processing and filing.
  • Reviews and reconciles accounts payable batches, payment reports, check registers, vendor sub-ledger and control accounts, identify and resolve discrepancies.

When Assigned to Accounts Receivable:

  • Handles full cycle of accounts receivable and member billing/collection activities including membership fee payment processing, petty cash and other billing functions.
  • Prepares and processes bank deposits, daily cash receipt summary and journal vouchers.
  • Reviews and reconciles member-billing records, daily bank deposits, accounts receivable aging reports, credit card and ACH deposits, customer sub-ledger and accounts receivable control accounts for accuracy and completeness.
  • Assists with other administrative functions related to lock box systems, member penalty notification, discipline cost payments, client security fund application, reimbursement, Supreme Court order, fee arbitration, member resignation and disbarment, post charges and generates revised fee statements for State Bar members.

When Assigned to Payroll:

  • Handles full cycle of payroll activities including calculation of earnings from time records, determining withholdings and deductions, calculating overtime, payroll taxes and benefits accrual and related tasks.
  • Audits and verifies the accuracy, correctness and proper approval of employee time records; reviews and reconciles payroll register, check payment register, payroll tax reports, and benefit accounts to the General Ledger.
  • Processes payroll checks and generates ACH file for submission.
  • Prepares payroll reports related to pension, deferred compensation plan, payroll taxes and other third party reports necessary to the payroll process.
  • Responsible for annual W-2, 1094, 1095, 941, DE-9 and other payroll tax related filing.

When Assigned to Trust Fund Compliance:

  • Assists with reconciling attorney client trust account reports, identifies bank and attorney non-compliance, and ensures correction of interest payment on trust accounts.
  • Reviews and processes bank reports, cash receipts and reviews interest checks and reports.
  • Interacts with financial institutions and attorneys to ensure compliance with LSTF rules and regulations.
  • Assists with preparing reports, reconciling checks and reports with bank deposit records.
  • Conducts annual bank compliance audit and notifies attorneys of account problems.
  • Ensures new bank set-up and data input, sends guideline brochures, program information and forms to attorneys and banks; maintains the lockbox general ledger.

EMPLOYMENT STANDARDS

Knowledge of:

  • Basic accounting and bookkeeping principles, practices and procedures.
  • Knowledge of computer information systems, including database record keeping systems, report generation, word processing, spreadsheets and presentation.
  • Problem solving and analytical skills.
  • Principles of accounting and statistics.
  • Principles of problem identification, analysis and evaluation.
  • Knowledge of banking and management of interest bearing accounts.
  • Principles of effective writing and verbal presentation.

Ability to:

  • Communicate effectively both orally and in writing.
  • Understand and use the State Bar's specialized financial operations, processes and software applications.
  • Operate required office equipment including computer hardware, software, and internet and web-based applications.
  • Apply specialized accounting rules within functional areas of responsibility.
  • Analyze, interpret and reconcile fiscal documents.
  • Prioritize and work under deadlines.
  • Prepare a variety of fiscal reports in assigned areas of responsibility.
  • Maintain financial records and files.
  • Maintain the confidentiality of information.

Minimum Qualifications:

Education:

  • Possession of a High School Diploma or equivalent.

Experience:

  • Minimum of two (2) years relevant experience in general ledger, billing, accounts payable, accounts receivable, banking, accounting and/or finance, data entry and customer service; or
  • Minimum of three (3) years directly relevant experience in general accounting, accounting and/or finance including equivalent work experience in a position, which requires performance of tasks similar to the major duties and responsibilities of the position.

Applicants who meet the Minimum Qualifications will be required to successfully complete the State Bar's selection process for this classification.

Physical Requirements:

  • Sit for extended periods of time.
  • Make fine visual distinctions upon proofreading written document and viewing information on a computer screen.
  • Ability to lift up to 25 pounds.
  • Possess visual capability and digital dexterity to operate a computer and other standard office equipment.
  • Digital dexterity to assemble, retrieve and replace files.
  • Frequent and ongoing use of a telephone and computer terminal.

Condition of Employment

Employment with the State Bar of California requires full vaccination and proof of full vaccination for COVID-19 before starting work. Exemptions to the mandatory vaccination policy may be available for a medical condition, disability, or sincerely held religious belief and must be approved before starting work.

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