Account Clerk

Account Clerk

Account Clerks have primary responsibility for an accounting function such as cashiering and student accounts. Incumbents may provide guidance to student assistants and temporary personnel. Account Clerks provide assistance to Accounting Technicians in support accounts payable, accounts receivable, and reconciliations. Account Clerk is the entry level in the accounting series of positions and typically assigned to cashiering and student accounts, with support provided to accounts payable, accounts receivable, and reconciliations. A typical promotional opportunity for an Account Clerk is to the Accounting Technician classification, which is primarily responsible for accounts payable, accounts receivable, and reconciliations. Incumbents also provide guidance for Account Clerks.

Essential duties and responsibilities include the following:

• Perform cashiering and related activities
• Issue student ID cards
• Complete various activities for student accounts, including related collections and payments
• Collect and receipt checks and cash payments to the District; determine appropriate budget code and recap receipts; accept deposits from other departments and payments sent by mail.
• Process checks returned by banks for non-sufficient funds by reversing general ledger posting, forwarding detailed information to collection agency, coordinating with collection agency and debtor regarding plan for payment, and maintaining detailed documentation regarding transactions.
• Perform reception duties for Fiscal Services, providing information and assistance to callers and visitors as requested; provide switchboard relief as needed.
• Count monies collected and balance to receipts; prepare bank deposits according to established procedures.
• Receive and review requests for revolving cash checks; assure proper documentation; generate, disburse and process checks for payment.
• Perform a variety of technical accounting tasks using micro and mainframe computers and peripheral equipment, calculator, copier and other office machines.
• Communicate with District employees, administrators, students, vendors and others regarding financial transactions and accounts to obtain and provide information, correct discrepancies and resolve accounting and processing problems.
• Prepare and maintain financial and statistical records using computer equipment; prepare, generate and distribute reports, lists and summaries according to established schedules.
• Participate in software conversions, including testing and technical problem solving; identify software problems and work with the District's Computer Services department and the software support company to correct problems.
• Assist other accounting staff as needed for special projects and peak workload periods; provide assistance to independent auditors as needed.
• Retrieve documents and information from remote storage locations.
• Lift, lower and transport bags of coins and cash weighing up to 50 pounds from one location to another.
• Transport signed and unsigned checks between the District office and the County Office of Education.
• Perform related job-related duties as assigned
• Provide assistance in support of accounts receivable, accounts payable, or reconciliations
• Train and provide work direction to student assistants and temporary personnel as assigned.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Any combination of education, experience and training that provides the required knowledge and abilities is qualifying. Typical ways to obtain the knowledge and abilities would be:

• Graduation from high school supplemented by college courses in financial and managerial accounting AND one year of financial and statistical recordkeeping experience which includes the operation of an ERP systems, OR
• An AA degree from an accredited institution and 12 semester units in accounting, OR
• Any combination of education or work experience that will meet the professional requirements.

Demonstrated knowledge of:

• Fund accounting and generally accepted accounting principles.
• Financial and statistical recordkeeping techniques
• Modern office practices and procedures
• Operate mainframe computer terminals and microcomputers including word processing, data base management and spreadsheet software.
• Operate office equipment including an electronic keyboard accurately at 45 words per minute.
• Meet demanding schedules and timelines.
• Plan and organize work to meet multiple demanding schedules and timelines.
• Establish and maintain effective and cooperative working relationships with others.
• Demonstrate a sensitivity to relate to persons with diverse socio-economic, cultural, and ethnic backgrounds, including the disabled.
• Work independently with minimal supervision.
• Perform assigned work with speed and accuracy.
• Prepare and maintain complete and accurate financial records and reports.

Language Skills:

• Ability to read, analyze, and interpret general business periodicals, journals, technical procedures, or governmental regulations.
• Ability to read, interpret, apply and explain program policies and requirements.
• Ability to write routine reports and correspondence using correct English usage, grammar, spelling, punctuation and vocabulary.
• Ability to effectively present technical information in person or on the telephone to students, staff and the public.

Mathematical Skills:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Make arithmetic calculations quickly and accurately.
• Identify and correct numerical discrepancies.

Reasoning Ability:

• Ability to apply technical knowledge and understanding to carry out instructions furnished in written, oral, or diagram form, including federal and State regulations and District policies and procedures.
• Ability to deal effectively with technical problems involving several individuals and variables in an independent manner.
• Ability to learn quickly and apply specific rules, policies and procedures of the program and function to which assigned.
• Ability to exercise good judgment, discretion, tact and courtesy in the handling of confidential and sensitive matters.

Physical Demands: While performing the duties outlined in this classification, employees in this classification are regularly required to sit for long periods of time, use hands and fingers to operate an electronic keyboard or other office machines, reach with hands and arms, speak clearly and distinctly to answer telephones and to provide information; and hear and understand voices over telephone and in person. An employee in this classification routinely performs work duties and attends work-related meetings at other campus locations. Employees assigned to this classification must regularly lift, carry and/or move objects weighing up to 25 pounds. Work Environment: The work assigned to this classification is typically performed in an office environment. Some positions in this class work in a cold vault to count money and prepare bank deposits. While performing the duties of this classification, the employee frequently is exposed to the hazards of working with video display terminals, and risks of contacts with irate persons who disagree with college charges or fines. The employee in this classification handles cash and checks and is therefore exposed to the hazards of physical violence surrounding theft. The work environment is usually quiet but is sometimes moderately noisy because of noise from equipment or sounds of voices.