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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:

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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:

  1. Possession of a high school diploma or equivalent; or,
  2. a combination of training, education, and experience that provides the required knowledge and abilities.

Accounting Assistant II:

  1. Possession of a high school diploma or equivalent, and one year of clerical fiscal record keeping or bookkeeping experience; or,
  2. 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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