 | Class Specification
Accounting Clerk
Class Code: PB0202
AKPAY Code: P1203
Class Range: 10
Class Status: Active
Employer: State of Alaska only |
$$WebClient [Applicants]
| Created: |  | |
| 09/18/2008 01:12 PM by lblumbab | | |
| Scope: State of Alaska only |
| Type: Classified Service/Partially Exempt/Excluded |  Viewable by the public |
| Class Title: | Accounting Clerk | Class Range: | 10 |
| Class Code: | PB0202 | AKPAY Code: | P1203 |
| Class Status: | Active | Use MJR Form: | Standard |
| Class Outline Category: | A-Clerical/Technical/Paraprofessional | Group: | PB - Administrative and Office Support |
| EEO4: | F - Administrative Support | Family: | PB02 - Accounting and Fiscal |
| SOC: | 43-3031 - Bookkeeping, Accounting, and Auditing Clerks | Census: | 06 - Administrative Support |
| Original Date: | 05/03/1967 | Last Update: | 10/01/2008 |
| Original Comments: | ORIGINAL | Last Update Comments: | Revised; combined Accounting Clerk I and II, Accounting Study (KMurry) |
| Subsequent Revision Dates/Comments: |
04/01/1972; 09/01/1975;
10/01/1989 - Reimplement MQs (KY).
04/01/1994 - MQs, remove reference to Office Skills Application (CDS).
05/16/1996 - Revision; abolish Accounting Clerk I (BC and DMM).
08/14/2000 - Updated MQ questions.
07/01/2006 - Classification Outline revised. Class Code changed to PB0202; AKPAY Code P1202.
12/29/2006 - Proofread (DCecil).
02/22/2007 - Revised MQs (SBrinkley).
09/25/2008 - Workplace AK spec revision: Added Census Job Code and AKPAY Code fields; Replaced Category field with Class Outline Category; Updated EEO4, SOC, and Class Code fields; Removed DOT field. |
Series Description:
Class Definition:
Accounting Clerk is a distinct clerical job class in which incumbents use specialized accounting software, spreadsheets, and databases to prepare, record, process, classify, verify, and reconcile financial transactions and maintain accounting data and records.
Distinguishing Characteristics:
Accounting Clerks are financial record keepers distinguished by the application of clerical bookkeeping procedures to record expenditures, receipts, and the transfer, allotment, withdrawal, or obligation of funds. Performing the work requires knowledge and application of general bookkeeping methods, functions, rules, and controls. The work involves performing related tasks to process accounting, budget, or other financial management transactions. (For example, verifying codes and other information; reconciling balances; using standard formulas to calculate or verify calculations; assembling appropriate forms; entering data into automated accounting systems; distributing documents; and answering routine procedural inquiries.) At this level some employees perform recurring tasks independently, receiving little day-to-day supervision; however, their work is controlled by established guidelines or procedures that specifically describe the kind of adaptations or exceptions that can be made. Some of the duties require these clerks to write letters or make phone calls to customers or clients.
Accounting Clerks are distinguished from Accounting Technicians I in that the latter examine, verify, and maintain accounts and accounting data in computerized ledgers, journals, and subsidiary accounts which requires understanding of accounting systems, policies, and procedures.
Accounting Clerks are distinguished from Administrative Clerks by the latter's responsibility for performing work of a general clerical nature such as data entry, filing, initial document coding, or collection of information. The specialized nature of clerical accounting work focuses on the systemization and recording of accounting information used by accountants and other managers.
Positions whose primary duty requires general clerical knowledge of document processing and/or office support, rather than specialized knowledge and skill in clerical accounting, shall be allocated to the Administrative Clerk series. Simple calculations performed to confirm the accuracy of documents (such as found in batch verification), or coding of documents from predetermined options, or collection and entering of data are considered to be Administrative Clerk work.
Examples of Duties:
Review invoices, vouchers, and other accounting documents for completeness and accuracy of computations. Determine whether documents meet clearly defined contract requirements or stipulations, administrative regulations, or labor agreements. Based on predetermined agreements, allocate or prorate costs among offices or departments; assign and/or verify financial coding. Obtain clarifying or correcting data as required.
Process encumbrance adjustments and payment documents. Perform manual or computer searches for duplicate payments, delayed payments, vendor refunds, and incorrect charges. Prepare supporting documentation and enter or post accounting data into accounting system.
Prepare travel authorizations or moving expense reimbursement packets by compiling supporting documents, verifying eligibility for reimbursement under policies and regulations, calculating amounts, completing appropriate forms, obtaining required signatures, entering in accounting system, and submitting for review, verification, and payment.
Prepare bank deposits by compiling data from clerks with cashier duties, verifying and balancing receipts, entering data in ledger, and sending cash, checks, or other forms of payment to the bank. Balance bank statements.
Maintain ledgers, logs, or spreadsheets by entering data; track accounting data and transactions and review them on a periodic basis; and contact concerned parties to obtain missing information or to correct errors.
Process billings for collection. Prepare supporting documentation and billing notices (e.g., bills of collection to private/public sector or inter-agency billings). Compute penalties and interest using a predetermined formula. Verify accuracy and completeness of moneys received.
Process invoices for collection of revenue for services or rent; review invoices for compliance with applicable contract provisions, amount, and billing cycle and rates; ensure invoices are in compliance with regulations, policies, and procedures.
Input data to payroll and/or other timekeeping systems. Correct calculation errors. Return incomplete or obvious errors for correction.
Track special accounts activity for subsidiary records; identify missing information to correct submittal; contact one or more outside parties to obtain information about an account.
Verify a variety of expenditure and encumbrance documents prior to certification. Retrieve data for expenditure and revenue reports from computerized ledgers, journals, and subsidiary accounts.
Knowledge, Skills and Abilities:
Some knowledge of general record keeping and bookkeeping practices and terminology.
Skill in operating standard office computer equipment and software, such as word processing, spreadsheet, database, messaging, scheduling, or similar programs.
Ability to understand and compare accounts-maintenance data from a variety of sources for accuracy and completeness.
Ability to locate and compile information, data, or facts from designated sources.
Ability to perform arithmetic calculations involving fractions, decimals, and percentages.
Ability to interpret and apply instructions and guidelines to specific situations.
Ability to maintain petty cash and cash change fund.
Ability to write figures neatly and legibly.
Ability to communicate effectively, orally and in writing.
Ability to maintain records and files.
Ability to meet deadlines.
Minimum Qualifications:
High school diploma or GED
AND
Six months of paid or volunteer work experience that included using computer systems to enter, retrieve, or communicate information and handling cash or performing basic arithmetic calculations.
Substitutions:
Education from an accredited college or vocational school may substitute for the required experience (3 semester or 4 quarter hours of college education equal one month of experience; 150 hours of vocational education equal one month of experience).
A Career Readiness Certificate with ACT WorkKeys® scores of skill level 4 or higher in Locating Information, skill level 4 or higher in Applied Mathematics, and skill level 4 or higher in Reading for Information will substitute for the high school diploma and required experience.
Required Job Qualifications:
(The special note is to be used to explain any additional information an applicant might need in order to understand or answer questions about the minimum qualifications.)
Special Note:
ACT WorkKeys® skill testing and career readiness certification is available at the Department of Labor and Workforce Development’s Alaska Job Centers.
Minimum Qualification Questions: |