ACCOUNT CLERK I
ACCOUNT CLERK II

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under supervision (Account Clerk I) or general supervision (Account Clerk II), performs a variety of responsible clerical and routine technical accounting duties involved in performing financial record keeping and reporting duties in support of assigned accounting system, function, or program area; and answers questions and provides information and assistance to the other staff and the general public.

DISTINGUISHING CHARACTERISTICS

Account Clerk I: This is the entry level class in the Account Clerk series. Positions at this level are not expected to function with the same amount of program knowledge or skill level as positions allocated to the Account Clerk II level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. Advancement to the “II” level is based on demonstrated proficiency in performing the assigned functions and is at the discretion of higher level supervisory or management staff.

Account Clerk II: This is the full journey level class in the Account Clerk series performing the full range of responsible clerical and routine technical accounting duties with only occasional instruction or assistance. Positions at this level are distinguished from the Account Clerk I level by the performance of the full range of duties as assigned, working independently, applying well developed technical accounting and collection knowledge, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Work is normally reviewed only on completion and for overall results. Positions in this class series are flexibly staffed and positions at the Account Clerk II level are normally filled by advancement from the Account Clerk I level.

REPRESENTATIVE DUTIES

The following duties are typical for positions in this classification. A single position in a multi-position classification may not perform all of these duties and/or may perform similar related duties not listed here:

• Performs a variety of responsible clerical and routine technical accounting duties in support of assigned accounting system, function, or program area.
• Prepares, maintains, and/or verifies a variety of accounting, financial, and statistical records, ledgers, logs, and files; gathers, assembles, tabulates, enters, checks, verifies, balances, adjusts, records, and files financial data; codes data according to prescribed accounting procedures; reviews information to ensure accurate reporting; resolves discrepancies; establishes and maintains various files and records.
• Assists in the preparation of financial, accounting, and statistical statements, analyses, documents, and reports; gathers and organizes data to assist staff in the preparation of reports and recommendations; prepares routine financial, accounting, budgetary, and statistical studies and reports.
• Balances and reconciles various statements and accounts; analyzes accounts to determine accuracy of records; researches, compiles, and prepares reports for higher level staff as requested.
• Utilizes various computer programs and applications; enters and maintains data; generates reports from a database or in-house system; creates spreadsheets and generates reports using spreadsheet software; creates documents using word processing software.
• Answers questions and provides information and assistance to other staff and the general public in a courteous manner; gathers information related to the collection of delinquent accounts; interprets and explains City ordinance or administrative policies; provides information within the area of assignment; resolves complaints in an efficient and timely manner.
• Locates and contacts customer for revenue collections; negotiates, establishes and verifies payment plans; applies payments received from customers and/or outside collection agency.
• Provides back up support for collections office and other accounting functions as required.
• May perform a variety of clerical duties in support of assigned unit; order assigned supplies.
• Performs related duties as required.

QUALIFICATIONS

Knowledge of:

• Operations, services, and activities of assigned accounting system, function, or program area.
• Responsible clerical and routine technical accounting principles and practices used in financial record keeping and reporting.
• Basic governmental accounting principles and procedures and municipal accounting system requirements and procedures.
• Basic collection procedures, methods and terminology.
• Principles and practices used establishing and maintaining files and information retrieval systems.
• Methods and techniques of coding, verifying, balancing, and reconciling accounting records.
• Basic account auditing principles and practices.
• Mathematical principles.
• Business letter writing and basic report preparation.
• Correct English usage, spelling, grammar and punctuation.
• Methods and techniques of effective customer service.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Pertinent federal, state, and local laws, codes, and regulations.

Ability to:

• Perform a variety of responsible clerical and routine technical accounting duties in support of assigned accounting system, function, or program area.
• Plan and organize work to meet changing priorities and deadlines.
• React and resolve complex customer interactions.
• Initiate and respond to frequent customer contact.
• Perform a variety of accounting, fiscal, and statistical record keeping duties including to maintain and reconcile a variety of records and files.
• Review financial records, reports, and related documents, identify discrepancies, and resolve problems related to assigned are of responsibility.
• Understand and apply pertinent laws, codes, and regulations as well as organization and unit rules, policies, and procedures with good judgment.
• Perform mathematical calculations quickly and accurately.
• Type and enter data at a speed necessary for successful job performance.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Understand and follow oral and written instructions.
• Demonstrate an understanding and appreciation of the cultural diversity of the community.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Account Clerk I/II

Education/Training: Equivalent to the completion of the twelfth grade supplemented by college level course work in accounting.

Account Clerk I

Experience: One year of responsible clerical and routine technical accounting experience involving the maintenance and posting of accounting, financial, and/or statistical records.

Account Clerk II

Experience: Two years of responsible clerical and routine technical accounting experience comparable to an Account Clerk I with the City of Escondido.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein 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 job functions.

Environment: Standard office setting. CONTINUOUS working indoors, dust from paperwork. Work schedule is 9/80 with alternating Fridays off in a biweekly period. Work environment is both formal and informal, team oriented, having variable tasks, pace and pressure. Work is performed indoors in office and in meeting rooms.

Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment. CONTINUOUS sitting, upward and downward flexion of neck; fine finger dexterity and light to moderate finger pressure to manipulate keyboard, equipment controls and other office equipment; pinch grasp to manipulate writing utensils. FREQUENT side-to-side turning of neck, walking, standing, bending and stooping, pushing/pulling, twisting at waist, moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. OCCASIONAL squatting, kneeling, reach above and at shoulder height, moderate grasp to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

Date: April 2003
Johnson & Associates