Account Clerk

Account Clerk

The individual will be responsible for processing purchase orders, reviewing invoices for accuracy, warehouse organization, and shipping of goods to other sites. The individual must have excellent communication, multi-tasking and organizational skills, and good time management with the ability to meet deadlines. Knowledge of NYS procurement, purchasing experience, clerical/typing experience, and shipping/receiving experience, are desired. Regarding physical condition commensurate with the demands of the position, requirements may include the abilities to regularly and repetitively stand, walk, sit, lift, carry, bend, stoop, crouch, reach, climb stairs, push and pull. Other responsibilities may be assigned. The assignment is subject to change. This is clerical work involving performance of standard account-keeping practices in maintaining and checking financial accounts and records. The incumbent works under direct supervision on routing assignments which are done in accordance with defined procedures; detailed instructions are provided for new or unusual assignments. The work is reviewed by observation, cross-checks or by the immediate supervisor and by other steps in the account-keeping process. This position differs from Senior Account Clerks by virtue of the limited complexity of the work. The incumbent does related work as required.

Typical work activities include:

• Reviews a variety of documents such as claim forms, vouchers, bills, purchase orders to determine eligibility for payment or to verify accuracy of payment made, according to defined procedures and policies;
• Verifies all calculations and codes on documents;
• Posts figures to appropriate accounts, either manually or through a computer, verifying all data entered;
• Prepares correspondence, documents, records and other written material in draft form;
• Reconciles all entries, both credits and debits;
• Prepares simple financial or statistical reports from data entered, including status of accounts, current balances, cash received or paid;
• Produces data needed for state and federal reimbursement claims;
• Receives cash payments, issues receipts, prepares checks for disbursement, deposits funds into appropriate accounts, prepares reconciliation of balances and posts balance to appropriate ledgers;
• Deposits bank receipts and transacts other bank business;
• Contacts by telephone and correspondence clients, vendors, etc. to obtain additional information;
• Provides routine information orally or in writing in response to inquiries on financial records;
• Files and maintains all records related to processing of payrolls, invoices, vouchers, bills and correspondence;
• Receives, balances and audits payroll time records;
• Operates calculator, computer, and other related office equipment.

Full performance knowledge, skills, abilities and personal characteristics include:

• Good knowledge of modern methods used in keeping and checking financial accounts and records, including computer financial software;
• Working knowledge of modern office terminology, procedures, equipment and business English;
• Ability to operate a personal computer and utilize common office software programs including word processing, spreadsheet and databases at an acceptable rate of accuracy and speed;
• Ability to make arithmetic computations involving fractions, decimals and percentage accurately;
• Ability to analyze and organize data and prepare records and reports;
• Ability to understand and interpret oral instructions and/or written directions;
• Ability to perform close, detail work involving considerable visual effort and concentration;
• Ability to be sensitive to any situation that could lead incumbent or others to engage in actions that would violate confidentiality policies;
• Clerical aptitude.

Minimum qualifications: Graduation from high school or possession of a high school equivalency diploma (GED or TASC) and one (1) year of clerical experience maintaining financial accounts and records. Successful completion of coursework in accounting, business administration, or closely related field at a regionally accredited college or university, or one accredited by the New York State Board of Regents to grant degrees, may be substituted for the required experience with three semester credit hours of related coursework being equivalent to three months of experience.