Under general supervision, the incumbents perform a variety of clerical accounting duties in the preparation, maintenance, review, auditing, and processing of financial and statistical records, reports, and claims.
Examples of Duties
(Note: The following duties are performed by most incumbents, but other related duties may also be performed; not all duties listed are necessarily performed by each individual.)
1. Researches and makes recommendations on how to resolve complex customer service problems which include interaction between other county employees and supervisors, referring to rules, regulations, policies and procedures to meet customer needs.
2. Explains policies and procedures to inform customers of correct process.
3. Verifies/reviews accounting reports, adding receipts, subtracting disbursements and charges, using 10-key to arrive at summary total or determine correct amount for transactions.
4. Reviews/verifies documents to ensure information for payment is correct.
5. Originates various forms (LFO, BOR, Requisitions, Claims) to submit to Auditor's Office for processing of vendor/client payments.
6. Prepares journal vouchers to distribute charges/operating costs for purchases using fund code chart, appropriate code forms, computer, or manually to transfer funds or to charge correct accounts.
7. Calculates/totals checks/cash using 10-key adding machine/calculator to reconcile day's receipts and/or deposit permits.
8. Prepares reports using spreadsheets, databases and word processing applications to track information.
9. Reviews staff's work for completeness, to correct or reject if necessary, to ensure daily work assignments are accurate and complete.
10. Answers questions from unit staff on policies, procedures, directives, by utilizing knowledge of program, or researching and gathering information to find the correct answer to facilitate workflow.
11. Distributes and/or assigns workload/workflow, on daily/weekly basis to unit to coordinate unit work production, and ensure that employees have enough work to keep busy.
12. Trains and cross-trains employees in various functions of program process to maintain properly trained, knowledgeable personnel.
13. Answers questions from customers to provide status of account and verify information.
14. Transfers calls or takes messages to deliver clear and accurate information.
15. Dispenses/receives documents or supplies to receive or provide customers with accurate forms/supplies or to store supplies and deliveries.
16. Verifies documents to ensure document is accurate and complete.
17. Calculates/verifies and adjusts accounts or reports to reconcile or balance reports and accounts for further processing.
18. Reviews receiving reports for proper authorization for payment, appropriate codes, vendor's number, to process for payment.
19. Calculates checks/cash to produce days receipts.
20. Matches invoice documents with receiving reports or packing slip using calculator, vendor's price list, reports or logs, Court contracts, to ensure correct amounts and process for payment.
21. Prepares deposit permits according to Court Policies and Procedures to deposit funds into proper accounts.
22. Batches/groups organized deposit permits to prepare permits/remittances for deposits.
23. Updates and makes corrections to existing records to create/modify/update records.
24. Tracks and logs in work to provide accurate record of all transactions.
25. Verifies data/information using printouts, calculator, or oral communication to input or maintain accurate information or record for appearances.
26. Tabulates (add) all work to produce statistical reports, comply with federal/state regulations, and monitor internal operations and security.
27. Compares/combines data/information using printouts, invoices, computer, to create/verify data for entry, or route for further processing.
28. Files information chronologically, numerically, or alphabetically to maintain accurate/organized filing system.
29. Searches, locates, retrieves files from manual or computerized system to provide requested information or locate missing file.
30. Reviews/verifies/matches file information manually and with computer terminal to check file for complete/accurate information or to route to appropriate party/locations for correction or processing.
31. Updates/corrects file information to maintain accurate files.
32. Organizes and batches files into categories to sort files to be processed.
33. Photocopies documents as needed or requested using copy machine to provide copies to customers and/or files.
34. Completes/fills-in various documents/forms to complete forms or process requests, payments, or claims.
35. Copies documents from computer/hardcopy using photocopies, computer printer, or diskettes, to make back-up copies and keep records.
36. Sends/mails via inter-office or U.S. mail or fax to send mail to correct locations
Experience: Three (3) years experience in keeping or reviewing financial or statistical records.
Education Substitution: Education may be substituted for up to two (2) years of the required three (3) years of required experience, on the following basis: Such education shall have been in an accounting curriculum in an accredited four-year or two-year collegiate-grade institution, or in an accredited correspondence or business school. The accounting curriculum shall include elementary and advanced accounting, cost accounting, and accounting law. A Bachelor's degree, an Associate in Arts degree, or an Accounting Certificate which represents completion of all required course work in an accounting curriculum is equal to two (2) years of experience. Work completed as a volunteer or unpaid student intern will be evaluated on a case by case bases.
Completion of any two of the following courses from an accredited four-year or two-year collegiate grade institution, or an accredited correspondence or business school, may be substituted for one year of experience: elementary accounting, advanced accounting, cost accounting and accounting law.
General principles, procedures, terminology and practices used in financial and statistical clerical record keeping including posting, computing totals, reconciling accounts, and reviewing balance sheets; general accounting including basic understanding of debits and credits; arithmetic to make calculations and correct change: addition, subtraction, multiplication, division, percentages decimals, fractions; clear writing: using proper English grammar, punctuation, spelling, vocabulary; English language to communicate; standard methods of filing: alphabetic, numeric, chronological; 10-key adding machine; general computer applications including spreadsheets, databases and word-processing; Sacramento Superior Court and specific departmental policies, procedures and functions; training techniques and methods; customer service techniques.
Prepare reports using spreadsheets, databases and word-processing applications; track/reconcile information between accounts and general ledgers; accurately proofread details, noting and detecting errors; prioritize work and meet deadlines; apply and explain policies and procedures; work independently and carry out assignments with minimal supervision; give instructions and assign work to staff; calculate solutions to math problems: addition, subtraction, division, multiplication, percentages, decimals, and fractions; understand and follow standard oral and written instructions; read English at a level necessary to understand procedure manuals, policy guidelines, software manuals, technical documents and reports; write English at a level necessary to independently compose correspondence from notes or verbal instruction and to record incoming information; speak English at a level necessary to communicate information clearly; establish and maintain effective working relationships with others; operate computer terminals, typewriter, printer, copies, microfiche, fax and 10-key adding machine; elicit information from inside/outside sources
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