Part-Time Account Clerk

JOB TITLE:

Account Clerk - Part-Time Non-Exempt

DIVISION:

District Administration

CLASS DEFINITION:

Performs a variety of detailed and responsible clerical accounting duties in the preparation, maintenance, review, auditing, and processing of financial, and statistical records, reports, and claims relative to accounts payable/accounts receivable, assists external auditors conducting periodic and year-end audits; responds to requests and inquiries from the County, other governmental agencies, financial institutions, vendors, customers and staff; provides back- up support to other accounting and customer services staff; and performs special projects as assigned and other related duties as required.

DISTINGUISHING CHARACTERISTICS:

This is a single-position job classification within the accounting series, supporting office administration as needed. Incumbents will perform a variety of accounts payable, accounts receivable, and related recordkeeping tasks that require independent judgement and a broad knowledge of District operating and record keeping policies and procedures and is cross trained to perform clerical accounting duties in all other areas of the district's accounting function on an as needed basis with general to close guidance and supervision.

SUPERVISION RECEIVED/EXERCISED:

Incumbent receives direct supervision from the District's Finance Manager and may receive lead direction from the District's Senior Account Clerk within a framework of standard policies and procedures. Incumbent does not exercise supervision over others but may provide technical guidance to others.

EXAMPLE OF ESSENTIAL JOB FUNCTIONS:

Responsibilities and duties include, but are not limited to the following:

• Participates in the preparation, control, and maintenance of accounts receivable and accounts payable documents and records.
• Participates in the review of employee timesheets, payroll spreadsheets, and records for billing purposes.
• Types and processes purchase orders and maintains appropriate records; or prepares invoices for services provided.
• Computes, verifies, and reconciles figures on computer printouts, purchase orders, quotes/bids/contracts, invoices, customer billing and other accounting documents and forms.
• Audits invoices to purchase orders and prepares claim forms for payments to vendors.
• Maintains a variety of ledgers, registers, journals, and logs according to and established account structure.
• Balances accounts and posts into accounting software, worksheets, summaries, and ledgers.
• Prepares and appropriately distributes a variety of financial statements, expenditure, and statistical reports.
• Performs special projects as assigned and other job-related duties as required.

EXAMPLES OF NON-ESSENTIAL JOB FUNCTIONS:

• Assists other positions or work units with a variety of support assignments or special projects on an as needed basis.

EMPLOYMENT STANDARDS:

Education and Experience Guidelines:

• Two (2) years of increasingly responsible experience involving data entry, basic accounting functions, and use of Microsoft Excel.
• Equivalent to the completion of the twelfth grade.
• Completion of specialized training in accounting, bookkeeping, or college-level coursework in a related field is preferred.

Knowledge of:

• Standard accounting principles, procedures, and terminology
• Standard account record keeping methods.
• Billing procedures and collection techniques.
• Proficient in Microsoft Office.
• Basic business data processing principles and applications.
• Business mathematics.
• Basic knowledge of modern office equipment and an understanding of computer security and privacy.

Ability to:

• Exercise discretion and maintain confidentiality.
• Use tact and diplomacy in the resolution of errors and disputes.
• Accurately perform a variety of detailed accounts payable, accounts receivable and related record keeping activities without immediate supervision.
• Efficiently operate a calculator, personal computer, and other standard office equipment.
• Validate and ensure the accuracy of fiscal information and data.
• Analyze accounting records; and make computations to resolve problems.
• Make mathematical calculations quickly and accurately.
• Adjust to continuous change and/or frequent interruption.
• Communicate effectively orally and in writing.

Licenses/Certification Required:

• Essential duties may require possession of a valid class C California Driver's license and a satisfactory driving record.
• Pass background check.

WORKING CONDITIONS:

Environmental Conditions:

This is not a remote position and incumbent is expected to work on-site at their assigned district location. Essential duties of this position are performed in a controlled temperature, dynamic office environment. Incumbents work closely with other District personnel in the performance of assigned duties and responsibilities.

Physical Conditions:

Work is performed in an environment of frequent interruptions requiring maintenance of attention. Essential duties of the job necessitate prolonged periods of sitting and viewing data on a screen; requires finger and hand dexterity for extensive use of a personal computer; and requires the ability to read and communicate with others to clarify information received, to reach for files and folders and other items; to stand, walk, push, pull, and grasp files and other items daily.

OTHER:

FLSA STATUS: Non- Exempt

Note: The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an inclusive list of all duties, responsibilities and skills required of incumbents. In accordance with the Americans with Disability Act, reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential job functions.