IOWA STATE FAIR AUTHORITY JOB DESCRIPTION

POSITION: Accounting Assistant

TYPE OF POSITION: Full-time

HOURS OF WORK 8:00 A.M. TO 4:30 P.M. (Extended hours during Fair season)

EFFECTIVE DATE:

NAME OF IMMEDIATE SUPERVISOR: Jackie Ackerman

NAME OF EMPLOYEE:

WORK DUTIES:

TIME %DUTIES

Payroll

  • Inputs and scans all W-4’s information for all employees into accounting software.
  • Inputs and scans payroll deductions for all applicable employees and ensures they are deducted from pay checks.
  • Reviews timecards for hourly employees to make sure there are no errors.
  • Inputs applicable timecards entries into the accounting software and process payroll on a biweekly basis. Ensures timeliness of processing and accuracy of wages.
  • Distributes payroll checks and submits electronic file for direct deposit filing.
  • Processes and ensures payment of all tax liabilities.
  • Processes and pays all employee benefit deductions.
  • Adheres to all state and federal regulations for payroll processing.
  • Responds to inquiries from employees about their pay check.
  • Resolves any discrepancies surrounding payroll issues.
  • Processesall monthly and quarterly state and federal payroll reports.
  • Prepares year-end payroll reports to ensure accuracy of W-2’s.
  • Prepare and submit W-2’s.
  • Track employee hours to ensure compliance with Affordable Care Act (ACA).
  • Communicate with hiring managers as to ACA rules, and status of hours worked by their employees.
  • Prepare and submit 1095’s for ACA compliance.
  • Keeps up to date on changes in company tax status and tax laws.
  • Reports to Accounting Director with updates and problems.
  • Keeps detailed records of payroll processing.
  • Communicates regularly with human resources to ensure that all employee records are updated and accurate.

Assist in duties relating to Accounts Payable and Accounts Receivable:

  • Reviews purchase orders and invoices for accuracy and completeness. Records are reviewed for discrepancies and to determine corrective action.
  • Set up vendors and generate vouchers.
  • Input information into computer system from invoices, which posts disbursement into the appropriate general ledger account.
  • Issue payment checks or ACH’s in a timely fashion.
  • Scans supporting documentation relating to the invoice.
  • Prepare Accounts Receivable invoices for distribution.
  • Provide additional assistance as requested concerning this area of responsibility.

Ticket Office Operation:

  • Responsible for the setup up and accuracy of the grandstand performer’s information in the ticketing system, including ticket holds for all parties.
  • Reviewing the contract to ensure proper ticketing language is followed.
  • Responsible for hiring ticket office staff in the summer to run the office during operation. Sales will consist of grandstand and admission ticket sales.
  • Responsible for filing and mailing of all internet ticket orders.
  • Reconcile on a daily basis the sales for the day to the money received.
  • Responsible for communicating with promoters and certain staff members about ticket sale counts.
  • Reconcile the ticket office operation at the end of the season to ensure accuracy of sales and ticket counts by the ticket office.

Other duties: Assist Accounting department

  • Assists accounting department in preparing for an audit.
  • Oversee the accounts receivable collection process. Ensure paperwork is filed with the state to ensure the vendors are added to the state system and process matches through the offset program.
  • To become knowledgeable with the credential database and our current ticketing software.
  • Assist others in the accounting department as necessary and as directed.

ESSENTIAL FUNCTIONS:

• Demonstrates familiarity with basic word processing programs and spreadsheets.
• Exhibits understanding of the payroll process, company benefits such as IPERS, insurance, paid leave, and other voluntary deductions.
• Demonstrates strong organizational skills.
• Possesses knowledge of basic principles of accounting.
• Pays close attention to detail.
• Possesses basic math skills.
• Communicates information clearly and effectively.
• Possesses knowledge of financial software programs.
• Demonstrates understanding of tax documents and preparation processes.
Education and Experience:

• High school diploma or GED required.
• Associate’s Degree in Accounting required.
• 2-3 years of work experience in the accounting field preferred.

Work Environment
• Majority of working hours will be spent in a temperature controlled office setting.
• Standard 40-hour workweek applies.
• Extended hours during summer and fair time.