Under the general direction of the Accounting Administrator II (AA II) of the Accounting branch, Systems and Accounts Receivable unit. The Accounting Administrator I Supervisor (AA I – Sup) is responsible for directing 5 professional staff in the Accounts Receivable Unit. The incumbent is responsible for planning, organizing, directing and overseeing the operations and activities performed by staffs. This includes providing the necessary leadership, guidance and coordination of activities to ensure that the goals, objectives and mission of the section are achieved in a satisfactory manner. The unit activities include the collection of monies owed to California Department of Housing and Community Development (HCD), payroll, overpayments, refunds, utilizing the internal database Codes and Standards Automated Systems (CASAS) which includes cashiering, invoicing, and collections, unclaimed property of the State, discharge of accountability through the Franchise Tax Board (FTB) offset process and State Controller’s Office (SCO) process. The AA I – Sup acts as liaison with other divisions and departments. Coordinates and resolves the most complex issues with SCO and Fi$Cal. Prepares the more complex reports for management. Crosstrain’s staff and directly assists the other managers and supervisor in the Accounting Branch.
- Knowledge and experience with the State Accounting process, including CALSTARS and FI$Cal
- Strong time management skills to complete tasks and meet deadlines
- Strong Supervision skills
- Federal Fund experience
- Initiative to research and problem solve
- Strong reconciliation skills
- Knowledge of the Year-End process
- General Accepted Accounting Experience (GAAP)
- Strong Personal Computer (PC) knowledge, including experience with Word, Excel and Accounting databases.
- Ability to effectively deal with governmental agencies
- Good written and oral communication skills
- Ability to work independently or as part of a team.
- Coordinate and direct accounting staff on researching and resolving the most complex accounting activities and projects to facilitate goal accomplishment. Plan, organize and direct the work of staff: Monitor workload and status means of performing duties and monitor outputs to ensure timely and accurate completion. Oversee the implementation of duties related to your Unit as described on the Annual Accounting Work Plan, including specific year-end tasks. Review system generated daily and monthly reports to verify their accuracy and the integrity of the financial data in the accounting system. (e.g., implementation of the accounting-related portion of the various programs collections, etc.). Conduct staff meetings to communicate information; ensure goals and priorities are established and accomplished by staff; establish timetables to ensure accounting activities are performed timely.
- Plan and organize activities to ensure the fiscal integrity of accounting data, (e.g., revenue collection from various programs, etc.): ensure accounting data comply with accounting principles, State Administrative Manual guidelines, and other rules governing State fiscal activities. Establish and/or maintain appropriate internal controls, including separation of duties (to prevent fraud and error), in accordance with Government Code (GC), State Administrative Manual (SAM), and Generally Accepted Accounting Principles (GAAP); analyze complex monthly California State Accounting and Reporting System reports (FI$Cal) and accounting reconciliations for reasonableness, accuracy, and timeliness; review requests for employee receivable write-offs. Analyze and resolve the most complex accounting problems. This includes implementing necessary changes in the accounting procedures to ensure the problems are handled consistently. Act as primary liaison with Control Agencies and Program, Legal, and other administrative staff to resolve the most complex technical accounting and reporting issues. Work with the Bureau of State Audits, State Controller’s Office, Department of Finance, Victims Compensation and Governmental Claims Office, Department of State Personnel Board/CalHR and State Treasurers Office to ensure that federal and state requirements are established and processed.
- Develop written procedures, which include appropriate policies, references, exhibits and samples. The process involves a thorough analysis of current procedures and practices and the State Administrative Manual, Government Code, Board of Control Rules, Department of Personnel Administration Rules, Management Memos and FI$Cal requirements. Ensure that desk procedures are updated, maintained, and followed. Responsible for the daily processing of all the ORF activities which includes travel and salary advances, analyzing, coding and payment of travel expense claims, vendor prepayments and all other Revolving Fund activities. The Accounts Receivable Unit is responsible for depositing, coding and recording monies received; distributing checks; issuing refunds; invoicing, recording and collection of accounts receivable as well as, the responsibility for the maintenance and reconciliation of the Internal database – CASAS.
- Engage in staffing activities to enhance upward mobility: recruit, interview, and select staff to fill vacancies; mentor and/or provide training to develop staff’s skills and knowledge; evaluate work performance by giving verbal and/or written feedback; completing probationary reports and the annual Individual Development Plan (IDP). Initiate disciplinary action when required to address work performance and/or behavior issues in the workplace. Handle the sensitive and/or more complex accounting activities and projects. Participate in the development and implementation of accounting policies impacting accounts receivables work with Human Resources to collect outstanding payroll receivables.
- Performs other related AA I (Supervisor) duties as required, including representing the Accounting Administrator II and III in his/her absence.