Accounting Assistant I and II
Salary:
Accounting Assistant I (#0060)
$12.01-$14.66 hourly / $2,088-$2,549 monthly / Range: 4316
Accounting Assistant II (#0061)
$13.53-$16.52 hourly / $2,354-$2,873 monthly / Range: 4556
DEFINITION: Under general supervision, performs varied and
increasingly responsible clerical work related to keeping and
reviewing fiscal records and processing documents involving fiscal
transactions; and performs related duties as required.
DISTINGUISHING CHARACTERISTICS: There are some basic
similarities between the various Accounting Assistant and general
clerical class series; frequently, portions of their assignments
overlap. They are distinguished by the fact that the major portion
of the Accounting Assistant work requires a considerable degree of
arithmetical skill and accuracy plus a basic understanding of fiscal
record keeping. Both general and Accounting Assistant classes may
use a variety of office machines, including calculators and personal
computers. In the Accounting Assistant series, use of such machines
is primarily related to or in conjunction with fiscal record keeping
activities.
ACCOUNTING ASSISTANT I
This is the entry level of the series. It requires the capacity
to perform a variety of fiscal record keeping tasks and to become
familiar with departmental procedures. Instructions or guidelines
are specific and work may be reviewed during and upon completion.
When the employee has learned the process, however, supervision may
be more general and infrequent. Limited independent decision-making
is expected or necessary at this level since incumbents function
within a well-defined framework of procedures. Little originality is
required at this level. They are expected, however, to recognize
cases which do not fit their instructions. May interact with public
in person for cashiering or on the telephone to give standard
information about fees or billing for services.
ACCOUNTING ASSISTANT II
This is the journey level. The tasks performed require training
and experience in fiscal record keeping. There is a limited area of
independent decision-making at this level in interpreting and
applying procedures and precedents to specific cases. Errors may be
serious and incumbents must determine which activities or cases are
routine and which should be separated for special consideration. The
originality required is in the choosing among several predetermined
alternative courses of action based on general instructions or
precedents and in recognizing cases that will require the
establishment of new policy or procedures. May interact with the
public and give out standard information. Interacts with department
and other employees on problems of balancing and coordinating data.
EXAMPLES OF DUTIES:
- Maintains and updates records of fiscal transactions manually
or on the computer; posts payments and refunds received to
appropriate account or cost center; completes forms and logs to
create records of such transactions as deposits, receipts, and
mileage; prepares journal entries for approval by supervisor;
releases encumbrances for purchase order, ensuring funds available
for expenditure; checks and verifies such documents as
requisitions, invoices, and purchase orders, and contacts vendors
to correct errors; routes payment documents for approval and
processing by Auditor for payment; checks documents for accuracy
of name, amounts, and date.
- Makes computations for balancing and maintaining ledgers,
completing reports, and providing information upon request for
specific purposes using a calculator; balances and reconciles
monies received, daily deposits, and credit card statements;
calculates extensions on requisitions, purchase orders, and
invoices; and calculates shipping costs and discounts; adds
disbursements to balance with disbursements journal; calculates
fees and appropriate credit or payment reductions, based on
sliding scale fee for service schedule.
- Answers correspondence, phone, and electronic mail concerning
procedures or inquiries on the processing of payments by
responding verbally or in writing; contacts vendors about items
not received on outstanding purchase orders; obtains information
from various divisions of departments or outside agencies in order
to maintain accurate accounts; responds to requests from public
about such issues as non-receipt of County warrants, by obtaining
information and following up to resolve issue.
- Types or keys in data from forms, correspondence, reports, and
other documents; prepares, issues, and/or mails claims, deposits,
refunds, and/or billings; sets up and maintains current records on
accounts, employee information files, work orders, client
registration, and information sheets manually or on computer
spreadsheets or tables; maintains manuals by deleting or adding
appropriate material.
- Maintains and updates files for payment documents, invoices,
purchase orders, requisitions, accounts payable and receivable,
and correspondence; gathers and collates records as requested to
compile information; locates files or reports as requested by
supervisor or others; processes, photocopies, and files documents
and records as required for record keeping; purges files and
records according to established procedures.
EMPLOYMENT STANDARDS:
Accounting Assistant I:
- Possession of a high school diploma or equivalent; or,
- a combination of training, education, and experience that
provides the required knowledge and abilities.
Accounting Assistant II:
- Possession of a high school diploma or equivalent, and
one year of clerical fiscal record keeping or bookkeeping
experience; or,
- a combination of training, education, and experience that is
equivalent to the employment standard listed above and that
provides the required knowledge and abilities.
Accounting Assistant I:
Knowledge of: U.S. monetary system for purposes of making
change, receiving payments, or making calculations; and basic
arithmetic including addition, subtraction, multiplication, and
division to make simple calculations.
Ability to: perform simple arithmetical calculations,
including decimals and percentages; read and understand
correspondence and procedures; follow oral and written instructions;
write and print legibly, clearly, and uniformly to record
information; file information alphabetically, numerically, and
chronologically accurately; organize work in step-by-step order;
maintain confidentiality of information; deal with public and
employees tactfully; type and/or key in information accurately on
forms and for correspondence; work under stress of meeting
deadlines; accurately copy information from a written or on-screen
source; write simple memos using correct grammar, punctuation, and
spelling; adjust to changes in workloads and assignments; and learn
to access and use various computer applications and office
equipment.
Accounting Assistant II:
Knowledge of: general principles, procedures, and
practices of record keeping, including file maintenance, logs, and
automated system records; U.S. monetary system for purposes of
making change, receiving payments, or making calculations; and basic
arithmetic including addition, subtraction, multiplication, and
division to make simple calculations; business telephone etiquette;
and filing methods to accurately maintain and retrieve records.
Ability to: post figures to various manual or automated
ledgers, manual documents, and records accurately; reconcile work
and balance amounts accurately; read computer printouts which cross
reference information by row and column; use mathematical schedules
to make calculations; define problems, collect information,
establish facts, and draw valid conclusions to resolve
miscalculations; organize and analyze information collected for
claims, supervisor's information, public inquiry, and other
departments; compile and interpret data using various records;
perform simple arithmetical calculations, including decimals and
percentages; read and understand correspondence and procedures;
follow oral and written instructions; write and print legibly,
clearly, and uniformly to record information; file information
alphabetically, numerically, and chronologically accurately;
organize work in step-by-step order; maintain confidentiality of
information; deal with public and employees tactfully; type and/or
key in information accurately on forms and for correspondence; work
under stress of meeting deadlines; accurately copy information from
a written or on-screen source; write simple memos using correct
grammar, punctuation, and spelling; adjust to changes in workloads
and assignments; and learn to access and use various computer
applications and office equipment. |
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