Class Code: AS113
FLSA Status: Non-exempt

Accounting Clerk

Bargaining Unit: SEA

DEFINITION:

Under general supervision, an Accounting Clerk performs accounting duties to support department financial functions and processes; processes and maintains detailed financial records in computerized and hard copy files; gathers and compiles data for statistical or financial reports; provides information to employees and the public as authorized; types, files and performs general office work; performs related work as required.

DISTINGUISHING CHARACTERISTICS:

Accounting Clerk is a journey-level clerical class in the series.  An incumbent in this class performs clerical accounting tasks of average difficulty that require a basic knowledge of bookkeeping principles and methods as well as general departmental policies, practices, and procedures. This class may be distinguished from the higher level class of Accounting Technician because an incumbent in the latter class learns and performs technical accounting work that requires advanced bookkeeping skills and some formal knowledge of public accounting principles and practices.  

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Performs data entry to update and maintain financial information in an established spreadsheet, database, or other computerized files; compiles and prepares data for statistical and accounting reports; creates spreadsheets and other tools to track information.
  • Tracks budget expenditures by cost center; prepares budget status reports, and summaries for revenue, capital and operating expenditures.
  • Accepts, records, and processes payments from vendors for rents and services.
  • Receives and processes routine financial documents, including invoices and bills; prepares payment authorizations, requisitions, and check requests. 
  • Maintains inventories and orders supplies. 
  • Types memoranda, letters, reports, contracts, purchase orders, statistical data, specifications, minutes, agendas, and other documents from draft as directed. 
  • Maintains and updates lists and files by inserting and extracting information; may handle confidential materials, records, files, and other privileged information.
  • Answers telephones, greets visitors, and provides information to employees and the public. 
  • Operates standard office equipment; utilizes computer software in performing job tasks.  
  • May utilize specialized Santa Cruz METRO software.
  • Drive a Santa Cruz METRO vehicle to perform assignments.
  • Performs related work as required

EMPLOYMENT STANDARDS:

Knowledge of:

  • Basic bookkeeping methods.
  • Basic clerical processes pertaining to accounting, purchasing, and data maintenance.
  • Modern office practices, procedures, and equipment.
  • Basic methods of maintaining information in computerized or hard copy files.
  • Basic clerical methods of researching, gathering, organizing, and reporting data.
  • Basic methods of prioritizing, planning, and organizing work.
  • Basic time management techniques.
  • Basic clerical customer service techniques.
  • Basic mathematics, including percentages and basic statistics.
  • Telephone techniques and etiquette.
  • The effective use of modern office equipment, personal computers, and standard business software. 

Ability to:

  • Follow oral and written instructions accurately.
  • Maintain confidentiality of materials, records, files, and other privileged information using tact and discretion.
  • Maintain detailed records and control systems with accuracy and attention to detail.
  • Input data into a computerized database.
  • Type finished copy from rough draft or machine transcription.
  • Adhere to established work schedules and timelines.
  • Maintain a calm demeanor in stressful situations.
  • Work independently using good judgment, tact, and discretion.
  • Balance multiple assignments simultaneously and effectively.
  • Utilize standard office equipment and computer software and learn to use specialized Santa Cruz METRO software if assigned.
  • Communicate clearly and effectively in both oral and written form.
  • Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public. 

MINIMUM QUALIFICATIONS:

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

Education, Training, and Experience:

Two (2) years of progressively responsible clerical experience requiring the operation of personal computers, data entry, typing, and maintaining detailed records.  

Experience must have also included at least one (1) year of clerical accounting work.

LICENSES AND CERTIFICATES:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands 

While performing the duties of this job, the employee is frequently required to reach with hands and arms; walk, sit and stand; use finger dexterity; talk and hear, and use a keyboard.  Work often requires the repetitive use of both hands to grasp and feel objects; stooping at the waist, and standing.   Work may require lifting up to 20 pounds unaided.  Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth. 

Mental Demands 

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; solves problems; uses math and mathematical reasoning; performs detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment: 

The employee works in a standard office environment where the noise level is usually moderate.  

OTHER CONDITIONS OF EMPLOYMENT:

  • Must pass a requisite background check.
  • May occasionally work extended hours or hours outside of the regular schedule.

*Adopted: 12-11-18

*BOD Approved: 08-23-19

*Revised: 00-00-00

*Job Family: Financial Clerical

*Job Series: Accounting Clerk Series

*Job Series Level: Journey

*Confidential: No