DEFINITION: Performs accounting clerical work in the maintenance of accounting records within a comprehensive established framework of procedures, under general supervision. Note: For the purpose of providing a guideline to the use of the term scale in this specification, the following examples are offered:
(Small Scale System)A departmental accounting system having approximately 200 appropriation and revenues accounts and cost centers.
(Moderate Scale System) A segment of a general accounting system having approximately 2,000 appropriation, fund, proprietary, and revenue accounts and cost centers. -OR- An accounts payable, accounts receivable, or trust accounting system having approximately 5,000 active accounts.
(Large Scale System)A general accounting system or segment thereof having approximately 100,000 appropriation, fund, proprietary and revenue accounts and cost centers. -OR- An accounts payable, accounts receivable, or trust accounting system having approximately 100,000 accounts.
EXAMPLES OF DUTIES
Serves as a clerical assistant to a higher level in-charge accounting position which has day-to-day responsibility for operation of the accounting system; does bookkeeping and associated financial-clerical work, spending a major portion of time performing a variety of tasks involved in maintaining the accounting records of a small general accounting system, or an accounts receivable, accounts payable or trust accounting system, and performs the work within a comprehensive established framework of procedures; such work involves (1) performing all of the following tasks: sorting, coding, verifying, and filing financial documents, posting by hand, machine or, through the initiation of computer input, to registers and subsidiary ledgers, and balancing to controlling accounts, and (2) performing at least some of the following: locating and tracing both posting and coding errors; listing errors and required adjustments; taking trial balances; assisting in the reconciling of accounts with the Auditor's abstract; compiling prescribed financial-statistical data and preparing highly standardized reports such as sales tax, mileage, and collection reports or other reports reflecting current account balances; and reconciling bank accounts affecting the balances of a large group of funds or revenue accounts and involving a large number of transactions.
May perform other work such as preparing payrolls or requisitions providing that a major portion of the work involves a bookkeeping assignment of the character described elsewhere.
May perform more difficult and complex bookkeeping work under close supervision or within a comprehensive established framework of detailed procedures.
May serve as lead of a group of bookkeeping machine operators.
Does inventory control work of a strictly clerical nature spending full time in maintaining a large scale system of stock and equipment accounts and performing associated work within an established framework of procedures; such work includes: checking and coding documents reflecting stock and equipment transactions, posting such transactions to stock and equipment ledgers manually, by bookkeeping machine or through the initiation of computer input, verifying the accuracy of stock and equipment accounts by balancing to receipts, issues, invoices, and statements of physical inventory and reconciling to the Auditor's property listings, reporting unexplained discrepancies to superiors, and preparing statistical reports reflecting inventory operations.
May also perform incidental tasks such as preparing requisitions, receiving reports or other documents such as those describing equipment or consigning equipment to surplus.
Participates in routine office and field checks of departmental installations to verify the clerical accuracy of accounting documents they submit such as petty cash collection reports, cash register receipts, and golf course starter sheets; checking procedures are well established and closely supervised and only a few kinds of transactions affecting a small number of accounts are examined; such work involves: checking clerical accuracy of postings and totals on reports, verifying postings with supporting documents; determining whether prescribed procedures have been followed, and listings discrepancies and required corrective action and tracing errors to their source.
Performs office machine operating work which may require the skilled use of desk calculators, bookkeeping machines, adding machines and typewriters.
May routinely access such office equipment as video display terminals, word processors, or personal computers to input data, perform computations, or produce documents not requiring the formatting or programming of such equipment.
TRAINING AND EXPERIENCE: One year's clerical experience in bookkeeping assisting in the maintenance of a double entry accounting system and associated subsidiary records involving coding transactions and posting and balancing of ledgers, journals, and registers -OR- One year's clerical experience in the maintenance of financial or statistical records involving the coding, recording, checking tabulations and computation of data and completion of a high school level course in bookkeeping or elementary accounting.