Job Details

Fiscal Office Assistant

Under general supervision, Fiscal Office Assistants perform a variety of fiscal, financial, statistical and accounting support duties within either a centralized fiscal or departmental setting. Additional duties may include performing general office support duties, typing, word processing, data entry, and filing. Fiscal Office Assistants are responsible for the review and reconciliation of reports, journals, budget, fiscal and statistical data; and the auditing and verification of various information and accounts. The duties of the position require the use of independent judgment and initiative, excellent computer skills, attention to detail, and the ability to handle multiple tasks. The ideal candidate will be a team player with excellent oral and written communication skills and have the ability to provide high quality service to customers. The salary ranges for the two classifications are listed below. Hiring managers determine the starting salaries based on job finalists' relevant experience, education, knowledge, skills, and abilities.

Fiscal Office Assistant I classification: $4,664.40 - $5,829.20 /monthly

Fiscal Office Assistant II classification: $4,912.27 - $6,142.93 /monthly

Fiscal Office Assistant I is the entry level class of this fiscal office support series. Initially under close supervision, incumbents learn fiscal office and County procedures. As experience is gained, there is greater independence of action within established guidelines. This class is flexibly staffed with Fiscal Office Assistant II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher level class.

Fiscal Office Assistant II is the journey level class of this series, fully competent to perform a variety of responsible fiscal, accounting and financial recordkeeping support duties. All positions are characterized by the presence of fairly clear guidelines from which to make decisions and the availability of supervision in non-routine circumstances. This class is distinguished from Lead Fiscal Office Assistant in that the latter assigns, directs and reviews the work of a small fiscal office support staff. This class is further distinguished from Fiscal Office Specialist in that the latter performs the most difficult, technical, complex or specialized fiscal office support duties.

Note: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.

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

• Match invoices, receiving reports and other requests for payment with purchase order or contract documents; ensure proper authorization and compliance with County policies and procedures.
• Input information and update to a computer system or manually prepare forms to produce payments; reconcile and prepare payment requests for non-purchase order expenditures such as utility and contract payments.
• Provide information to vendors customers, appropriate staff regarding account balances, invoices and purchase orders.
• Process bails, fines, fees, charges, taxes and other monies due to the County; receive payments and balance monies on a regular basis.
• Assist with the production of various periodic billings; receive checks by mail and process and balance accordingly; audit accounts receivable; answer factual questions regarding County policies and ordinances.
• Process returned checks, convey to proper person to effect collection and make appropriate entries to files and/or ledgers.
• Maintain accounting and financial and statistical records and prepare periodic or special reports.
• Post information to ledgers, journals and reports; prepare fund transfers between accounts; prepare journal entries, total and balance figures, proof data and make corrections as required.
• Process centralized payroll records and documentation; may assist in processing payments to various insurance carriers, deferred compensation and other employee deductions.
• Post and reconcile to the County's automated system; balance deposits (credit cards, cash, checks, foreign monies, cashier's checks, and money orders).
• Enter and retrieve data from an on-line or personal computer system; may use such technology to produce standard reports; operate standard office equipment.
• May assist with departmental payroll recordkeeping, cost accounting, and budget preparation by posting information, typing materials or totaling figures.
• Perform a variety of general office support duties such as typing, proofreading, filing, answering the telephone and preparing periodic and special reports.
• Perform related duties as assigned.

Note: The level and scope of the knowledge and skills listed below are related to job duties as defined under Distinguishing Characteristics.

Knowledge of:

• Policies, procedures, and guidelines related to the department or functional area to which assigned.
• Fiscal document processing and record keeping and bookkeeping practices and procedures.
• Basic auditing principles and practices.
• Basic business data processing principles and the use of personal or on-line computers.
• Office practices and procedures, including filing and the operation of standard office equipment.
• Business arithmetic, including decimals and percentages.
• Correct English usage and the basic format for typed materials.

Skill/Ability to:

• Prepare, maintain and reconcile various fiscal, accounting, statistical and numerical records.
• Perform detailed fiscal office support work accurately.
• Operate standard office equipment including a calculator and personal computer.
• Prioritize work, coordinate several activities and meet critical deadlines.
• Use initiative and sound independent judgment within established guidelines.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Understand and carry out oral and written directions.
• Type with sufficient skill to complete forms and enter information into a computer system.

Education and Experience: Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

• Fiscal Office Assistant II: One year of fiscal, bookkeeping, accounting or financial clerical or office assistant experience.

Open & Promotional. Anyone may apply.

Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, extra-help/limited term positions prior to the final filing date will receive five points added to their final passing score on this examination.

The County of San Mateo is an equal opportunity employer committed to fostering diversity, equity, and inclusion at all levels.