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Account Assistant IV

OFFICIAL TITLE: Account Assistant IV CODE: 4490 SQ/OQ: Optimal Qualified
WORKING TITLE: Account Assistant IV GRADE: 15 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under general supervision, performs a variety of tasks required to record, verify and reconcile invoices and cash-related records, credit card transactions, and non-resident tuition payments to ensure effective, efficient, and accurate receivable operations for Montgomery County Public Schools (MCPS). The work of the class also includes reviewing and accumulating Federal Impact Aid Surveys and preparing the federal report in a timely fashion; securing and recording deposits, electronic payments and non-sufficient funds (NSF) checks, processing credit card transactions including handling charge-backs and refunds for credit cards and reconciling the deposited transactions to all bank accounts for MCPS. The work requires creating and running daily reports, reconciling deposits against the general ledger/bank accounts, maintaining all required supporting documents, control total logs and files daily to assist with the cash management team to reconcile bank accounts on Enterprise Resource Planning (ERP) financial system. Provides assistance to the Account Receivable Supervisor with recording invoices and related adjustments on the receivable accounts.
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of the organization, functions and operations of Montgomery County Public Schools, or a similarly complex organization. Advanced skills in bookkeeping, accounting procedures and financial accountability with demonstrated analytical and problem solving skills. Ability to monitor, plan and organize work to ensure accurate and timely completion of assigned jobs crucial to MCPS business operations. Ability to work in a high volume and fast paced environment; prioritize multiple tasks, meet deadlines, and maintain business and financial operating records confidentiality and prepare reports. Ability to apply bookkeeping knowledge to varied or specific assignments and to detect arithmetic errors. Must be extremely detailed oriented and accurate in reviewing documents and preparing correspondence to clients and staff. Must be highly motivated, and disciplined with the ability to provide excellent customer focused service, and documentation. Demonstrated ability to work with a diverse team with excellent oral, written, time and document management and interpersonal communications skills. Highly skilled in the ability to explain complex rules and procedures to schools, departments, internal and external customers, and stakeholders in terms understandable to non-technical customers and stakeholders. Ability to exercise independent initiative to perform both original and recurring assignments required. Ability to make decisions in accordance with established procedures and practices required. Demonstrated ability to operate ERP accounting systems, including inputs, reports, data management, problem resolution, and information research, required. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Graduation from high school supplemented by advanced business training courses in bookkeeping required. A minimum of 3 years equivalent accounting experience working in a high volume accounts receivable accounting office; reviewing receipts, credit card transactions, e-transfers and recording numerical data to keep financial records complete; and reviewing the accuracy of figures, calculations, and postings pertaining to business transactions recorded by other workers, required. Experience working with ERP based accounting systems, web applications, document management systems, and Microsoft products is preferred. Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) None
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) None


Note: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or ability associated with this classification in every office, but is intended to accurately reflect the core job elements.)

Manages the Federal Impact Aid program and file the federal application on time under direction of management.

Secures all cash receipts.

Creates invoices and adjustments under direction.

Researches and applies unapplied cash receipts in a timely, effective, and accurate manner.

Processes reversals, refunds, and check requests for payment, as needed.

Generates daily deposit reports.

Creates and maintains control totals, logs, files, spreadsheets daily for all transactions processed.

Assists audit and cash management teams to reconcile and track all transactions to the general ledger/bank accounts.

Creates reports to review daily automatic credit card transactions, which include sales, disputes, refunds and charge-backs.

Processes credit card transactions for various business units.

Generates and prepares supporting statements, reports and ledgers.

Reconciles all of the credit card transactions against bank account, credit card application and ERP AR module.

Assists stakeholders, including schools/departments, and external customers, with payments, deposit verification, inquiries, discrepancies, research and resolve unidentified cash receipts and other various issues.

Trains school staff on processing procedures for cash receipts and deposits and how to navigate through the accounts receivable module to track their account balances and their deposits.

Prepares and indexes data from receivable-related supporting documents in data management system.

Reviews and audits various types of documents within document management system.

Assists accounts receivable supervisor for invoices, recording, researching, identifying and resolving discrepancies between payables, receivables, cash receipt and general ledger databases.

Provides the support for school invoice billing process.

Performs related duties consistent with the scope and intent of the position.

Class Established: 1/1970
Date(s) Revised: 7/82, 2/86, 10/1991, 4/2008, 5/2017
Last Reviewed:

This description may be changed at any time.

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