BK Chapter 1 and Chapter 2.pdf

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BK Chapter 1 and Chapter 2.pdf

  1. 1. Indiana Secretary of State Bookkeeper Manual I. Introduction II. ExpectationsI. Introduction The Bookkeeper position is an essential part of the Secretary of State’s Office. TheBookkeeper is entrusted with managing the financial integrity of all received revenue.Reporting these funds brings a unique quantifiable perspective to the operations andservices provided by the Secretary of State’s Office. This manual is used to address theagency specific rules and duties. It is not a substitute for the Indiana State Board ofAccounts (SBOA) manual. The SBOA manual should be used congruently with theSecretary of State Bookkeeper manual. The job duties performed by the Bookkeeper arevital to the Office. The Bookkeeper reports directly to the Director of Operations. The Bookkeeper canoffer critical data in regards to Executive spending decisions, and priority of tasks. Withthe Bookkeeper’s help, the Secretary of State’s Office can continue to make great stridesin improving customer service and simplifying processes.II. Expectations Expectations of the individual who holds the Bookkeeper position is based onintegrity. Accuracy and timeliness are the backbone to the position. Some expectationsthat the Bookkeeper should strive to perfect include: Deposits submitted no later than 1:30pm on every business day Verify and perform self-audits routinely to ensure the highest degree of integrity in reporting methods Not only understand the mechanics of the process, but also to be able to analyze the revenue streams Submit all revenue from the previous business day to the Treasurer’s Office Refunds should be processed and mailed on a daily basis Monthly-prepaid account statements should be mailed the first of every month to reflect the activity of the prior month II-1
  2. 2. Indiana Secretary of State Bookkeeper Manual I. Introduction II. Expectations Customer inquiry phone calls should be returned within one business day Perform proper documentation of all activity both written and electronically Maintain the most efficient form of organization Adhere to all State Board of Accounts principles and State laws/regulations Communication between the Bookkeeper and the Director of Operations isessential in the success of the Operations team. If the Bookkeeper notices any unusualactivity, filing trends, or suspicious activity – it is to be addressed to the Director ofOperations immediately. The Director of Operations will make determinations oninformation provided by the Bookkeeper. Any inquiries should first be addressed to theDirector of Operations before other members of Staff. (REMAINDER OF PAGE LEFT INTENTIONALLY BLANK) II-2

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