Accounting Assistant - District Clerk - J01270 - 35300

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SUMMARY: Performs routine and moderately complex bookkeeping and accounting tasks, including verifying data, daily balancing, preparing reports and preparing deposits and disbursements.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

Prepares and verifies purchase orders for payment of bills.

May monitor expenditures to insure that department or division does not exceed budgeted line items, or may review and/or assign vendor numbers.

(Dependent on to which department assigned) Receives cash, issues receipts and secures or transfers cash.

Posts receipts and/or disbursements to appropriate ledger(s), journal(s), and or report(s), that insures that accounts balance.

Prepares reports at regular intervals reflecting disbursements and/or receipts by category and/or project.

Processes and disburses checks for refunds, invoice payments, proper distribution of receipts or other appropriate purpose.

Gathers financial and statistical data and prepares reports of program activities.

Responds to inquiries about the department or division, especially related to financial transactions, from persons visiting the office, calling on the telephone or writing to request information.

Enters financial and other data on computer terminal and balances source data to computer printouts.

Undertakes special accounting projects and prepares special reports as assigned.

Creates and maintains necessary manual and computerized files and filing systems.

Creates and types correspondence and reports.

Depending upon the department or division to which assigned, performs any combination of the following duties: Secures documents, money and checks and may be responsible for securing office and setting alarms.

Verifies receipts and/or cash register tapes to checks and cash received, identifies errors and makes necessary corrections.

Prepares, maintains and verifies records and reports for mileage, fuel usage, or other data.

Answers telephone, responding to inquiries, referring caller to appropriate party or taking messages, or serves as back-up for clerks.

Maintains an inventory of supplies and equipment and orders replacements as needed to insure adequate stock.

Processes transfers of funds among accounts and/or projects.

Compiles budgetary estimates and allotments and prepares budget worksheets on receipts and expenditures.

Prepares checks returned for insufficient funds for collection and makes necessary adjustments to accounting records.

Performs such other duties as may be assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County’s insurance carrier.

EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED); including or supplemented by bookkeeping or accounting courses; plus two years of clerical and/or secretarial experience, at least one year of which involved bookkeeping or accounting.

Any equivalent combination of experience and training which provides the required knowledge skills and abilities, may be considered for current County employees only.

LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to calculate figures and amounts such as discounts, interest, proportions and percentages.

REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS AND ABILITIES: Ability or demonstrated ability to learn to operate a computer, calculator, cash register, facsimile and telephone.

Good knowledge of generally accepted accounting principles relating to single or double entry accounting systems and financial reports.

Ability to work quickly and accurately with numbers and maintain neat, well-organized records.

Ability to operate a 10-key calculator by touch.

Ability to communicate effectively both orally and in writing.

Ability to exercise independent judgment regarding release of confidential information.

Ability to use standard word processing, data inquiry and spreadsheet programs.

Ability to establish and maintain effective working relationships with other county employees, officials and the general public.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

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