Only written applications considered; no telephone inquiries, please.
Posted Marion County Personnel Office: June 21, 2007   

MARION COUNTY LIBRARY
   FULL-TIME POSITION AVAILABLE

Job Listing 

Administrative Assistant/Accountant

Marion County Library

Full Time position available in Administration, Marion County Library.

Schedule: Monday – Friday 8 am - 4 pm (or equivalent).  Marion County Benefits package.

Requirements
Major responsibilities include professional accounting duties in the creation and maintenance of accounting records, the review and analysis of financial transactions, and the external or internal agency reporting of financial information.  Aids the Director, Library, in staff capacity by coordinating office services, such as personnel, budget preparation and control, housekeeping, and records control.  Coordinates collection and preparation of operating reports, such as time‑and‑attendance records, terminations, new hires, transfers, budget expenditures, and statistical records of performance data.  Prepares reports including conclusions and recommendations for solution of administrative problems.  May assist in preparation of budget needs and annual reports of organization.  May participate to a limited degree in interview of job applicants, conduct some of the orientation of new employees, and assist in planning training programs.  May direct services, such as maintenance, repair, supplies, mail, and files.  May compile, store, and retrieve management data, using computer.

See www.marioncountylibrary.org for complete job description and employment application, or inquire at Marion Library.

MINIMUM TRAINING AND EXPERIENCE

A bachelor's degree with 15 semester hours in accounting related courses; or an associate's degree with 12 semester hours in accounting courses and 1 year of accounting experience; or a high school diploma and 4 years experience in accounting.  Qualifying experience must include 1 year of supervising or reviewing the work of clerks in the preparation and updating of accounting records, reconciling and making adjusting entries, and preparing summary of consolidated statements of financial activities with supporting working papers.  Should have knowledge of library use, typing/computer skills, and inter‑personal skills.  Must have valid S.C. driver's license.

 

To apply, complete a Marion County Library Employment Application, and return to:
Marion County Library
101 E. Court Street
Marion, SC  29571
or Fax to: 843-423-8302

The job will remain open until a suitable applicant is selected.  No phone calls please.  

MARION COUNTY LIBRARY:  JOB DESCRIPTION

REVISED:  June 2007

 JOB TITLE: ADMINISTRATIVE ASSISTANT/ACCOUNTANT

 GENERAL STATEMENT OF JOB

 Under general supervision performs professional accounting duties in the creation and maintenance of accounting records, the review and analysis of financial transactions, and the external or internal agency reporting of financial information.  Aids the Director, Library, in staff capacity by coordinating office services, such as personnel, budget preparation and control, housekeeping, and records control.  Coordinates collection and preparation of operating reports, such as time‑and‑attendance records, terminations, new hires, transfers, budget expenditures, and statistical records of performance data.  Prepares reports including conclusions and recommendations for solution of administrative problems.  May assist in preparation of budget needs and annual reports of organization.  May participate to a limited degree in interview of job applicants, conduct some of the orientation of new employees, and assist in planning training programs.  May direct services, such as maintenance, repair, supplies, mail, and files.  May compile, store, and retrieve management data, using computer.

 SPECIFIC DUTIES AND RESPONSIBILITIES

 Utilizes a computer and special library accounting system to perform accounting duties such as maintaining accounts payable, payroll, and general ledgers.

 Review invoices and packing slips, and prepares and submits same for approval for payment; issues checks on accounts payable.

 Calculates employee time sheet entries and processes payroll on a biweekly basis; handles health, retirement, workman’s compensation and OSHA reports.

 Posts general ledger entries consisting of fine monies, tax collections, state aid, grants, and city money; maintains accurate and current balances.

 Requests transfer of fund check from the County as needed and deposits same to general fund.

 Processes monthly, quarterly and year‑end reports including social security, retirement, federal, state and labor reports; completes quarterly Employment Security Commission report; completes annual reports of 1099 and W‑2 forms, and reconciliation of W‑2's for state and federal; prepares monthly financial statement.

 Reconciles bank statements at month‑end; maintains general fund bank account, endowment accounts and fiduciary accounts; makes deposits weekly.

 Administers an equipment and property inventory system and supervises the distribution and maintenance and purchase costs to accounts.

 Performs general clerical duties in support of library functions such as sorting and distributing mail, reviewing and/or posting circulation statistic, typing annual budget reports for State Library, maintaining files and office equipment,procuring and delivering supplies, etc.

 Types statistical part of grant application and grant evaluation reports, keeps track of grant spending and requesting payment.

 File for E-Rate on necessary forms.

 Prepares financial information for and types the annual budget report.

 Utilizes a computer and various software such as Microsoft Office products, proprietary accounting software (currently CSI Plus); creates database files.

 Returns books received through error or damaged, and compares packing slip with orders, invoices and requesting credit memos as needed.

 Provides assistance to various departments as needed; works to cover public service schedules as needed.

 Coordinates with the board Treasurer for the signing of checks.

 Operates and utilizes various types of equipment and machinery in the performance of duties such as computers, typewriter, printers, facsimile machine, calculator, microfilm/microfiche machine, etc.

 Interacts and communicates with various individuals and groups in the performance of duties such as the Library Director, County employees, County Tax office, Clerk of Court, vendors, Treasurer, Board of Directors, Retirement system Representatives, etc.

 Performs other related duties as required.

 Examples of Work Performed (State of SC required):

 Applies principles of accounting theory to alter and maintain an accounting system, develop methods for recording financial transactions and prepares reports of financial analyses.

 Supervises clerical personnel recording financial transactions, balancing and reconciling accounts, verifying accounting documents and preparing summary financial statements.

 Determines fund sources and insures fund availability.

 Prepares management level reports on cost allocations, revenue and expenditure comparisons and cash flow projections.

 Interprets accounting system, implements accounting procedure and designs accounting forms.

 Disallows expenditure requests according to grant and contract stipulations or on the basis for fiscal irresponsibility.

 Supervises the assimilation of payroll information, the processing of payroll changes, the distribution of payroll checks and the accounts control of all payroll deductions.

 Administers an equipment and property inventory system and supervises the distribution of maintenance and purchase costs of accounts.

 Identifies and submits budgetary information to a budget officer of departmental administrator.

 Prepares and maintains special tax accounting records and conducts tax remittance analyses

 Required Knowledge Skills and Abilities:

 Considerable knowledge of the principles and theories of accounting.

 Working knowledge of standard office equipment.

 Skill in the use of mathematical concepts.

 Ability to analyze and interpret accounting data.

 Ability to supervise clerical employees maintaining accounting records and preparing simple records.

 Ability to communicate effectively.

 In common with all staff:

 Greets visitors, answers incoming calls, relays messages to staff members, directs visitors/callers to appropriate personnel, and provides related information and services.

 Collects payment for overdue fines, lost/damaged material, use of copier, and the sending of long‑distance faxes.

 May performs general opening and closing duties (doors, lights, computers, etc).

 Maintains an organized desk and surrounding areas.

 Types forms/correspondence/cards as required.

 Participates in continuing education opportunities and workshops, and in‑house staff development.

 Performs other related duties as required.

   MINIMUM TRAINING AND EXPERIENCE

 A bachelor's degree with 15 semester hours in accounting related courses; or an associate's degree with 12 semester hours in accounting courses and 1 year of accounting experience; or a high school diploma and 4 years experience in accounting.  Qualifying experience must include 1 year of supervising or reviewing the work of clerks in the preparation and updating of accounting records, reconciling and making adjusting entries, and preparing summary of consolidated statements of financial activities with supporting working papers.  Should have knowledge of library use, typing/computer skills, and inter‑personal skills.  Must have valid S.C. driver's license.

 PERFORMANCE INDICATORS

 KNOWLEDGE OF JOB:

Is knowledgeable in the activities, policies and procedures of the Library as they relate to the duties and responsibilities of Administrative Assistant/Accountant.  Is skilled in independent decision making, possesses the judgment and discretion necessary to perform daily routine and non‑routine tasks.  Considerable knowledge of the principles and theories of accounting.  Working knowledge of standard office equipment. Skill in the use of mathematical concepts. Ability  to analyze and interpret accounting data.  Ability to supervise clerical employees maintaining accounting records and preparing simple records. Ability to communicate effectively with a variety of public and private groups as prescribed. Has the ability to compile, prepare and maintain various financial records and reports. Is familiar with the necessary documents and records to be maintained for the library in general and is able to do so in an accurate and organized manner.  Is able to utilize and understand computers and computer application and techniques as necessary in the completion of daily assignments.  Is knowledgeable of the levels of productivity and the quality to be produced on the job and is able to meet such criteria.

 QUALITY OF WORK:  Maintains high standards of accuracy in exercising duties and responsibilities.  Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility.  Maintains high quality communication and interface with the Library Director and co‑workers, patrons of the Library and its Board of Trustees, all County departments and divisions, community organizations, and the general public.

 QUANTITY OF WORK:  Maintains effective and efficient output of all duties and responsibilities as described under "Specific duties and responsibilities."

 DEPENDABILITY:  Assumes responsibility for doing assigned work and for meeting deadlines.  Completes assigned work on or before deadlines in accordance with Library policy and procedures, directives, professional standards/prescribed procedures, and County policy.  Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

 ATTENDANCE: Attends work regularly and on time with a minimum of tardiness and absences and adheres to County policies and procedures regarding absences and tardiness.  Provides adequate notice to higher management with respect to vacation time and time‑off requests

 INITIATIVE AND ENTHUSIASM:  Maintains an enthusiastic, self‑reliant and self‑starting approach to meet job responsibilities and accountabilities.  Strives to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.

 JUDGMENT:  Exercises analytical judgments in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations.  Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experience advice and researches problems, situations and alternative before exercising judgment.

 COOPERATION:  Accepts supervisory instruction and direction and strives to meet the goals and objectives of same.  Questions such instruction and direction when clarification of results or consequences are justified. i.e. poor communications, variance with Library or County policy or procedures, etc.  Offers suggestions and recommendations to encourage and improve cooperation between all Library personnel, Library Board members, and departments within the County.

 RELATIONSHIPS WITH OTHERS:  Shares knowledge with managers, supervisors and staff for mutual and Library benefit.   Contributes to maintaining high morale among all Library employees.  Develops and maintains cooperative and courteous relationships with Library employees, staffers and managers in other county departments, patrons, representative from organizations, and the general public so as to maintain good will toward the Library and to project a good image.  Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the County.  Emphasizes the importance of maintaining a positive image for the Library within the County.  Interfaces effectively with higher management, professionals, patrons and the general public.

 COORDINATION OF WORK:  Plans and organizes daily work routine.  Establishes priorities for the completion of work in accordance with sound time‑management methodology.  Avoids duplication of effort.  Estimates expected time of completion of elements of work and establishes a personal schedule accordingly.  Attends meetings, planning sessions and discussions on time.  Implements work activity in accordance with priorities and estimated schedules.  Maintains a calendar for meetings, deadlines and events.

 SAFETY AND HOUSEKEEPING:  Adheres to all safety and housekeeping standards established by the County and various regulatory agencies.  Sees that the standards are not violated.  Maintains a clean and orderly workplace.