Account Clerk Senior

Summary:
Performs financial record keeping duties associated with the processing and completing of accounting transactions for various accounts. Assumes responsibility for one or more elements within a complete accounting system such as accounts receivable, accounts payable cash, fund accounts, and limited-scope financial statements.

Essential Duties & Responsibilities: 

Incumbents in this classification are qualified to handle accounts payable, accounts receivable, and asset accounts, however, will usually specialize in on area depending on volume.

• Prepares and processes accounts payable information to comply various payment timetables. Verifies and reconciles documentation of merchandise and services received against claims, invoices, purchase orders, and packing slips.  Reviews accounts payable and structures payments to qualify for discounts.
• Assists others with resolving problems with accounting transactions and adjustments such as credit memoranda, undocumented purchases and invoices, goods and services not received, returned or refund checks.
• Verifies and corrects account codes, authorization, and available and qualifying budgets.
• Monitors transaction status such as payment histories, partial payments, past due charges, merchandise back orders, POs as payables, POs as rollovers for the new fiscal year, and end-of-year payables cutoff.
• Prepares backup documentation for accounting transactions such as warrants mailed, and sales tax reports.  Reviews and verifies that vendor statements are authentic and invoices have been posted to correct accounts.
• Compares accounts payable and related information contained in District databases to account details and amounts contained in County Office of Education records.  Initiates communications and corrective actions.
• Provides support toward establishing vendor/contractor accounts.  Secures appropriate signatures and other supporting information is contained in files. Distributes fully executed contracts to departments.
• Compiles reports on a recurring basis to show balances such as cash receipts, accounts payable, and receivable.  Assists with tracing transactions through previous accounting actions to identify and correct discrepancies.
• Prepares documents such as invoices and account statements for accounts receivable.  Follows up with customers on account balances that are outstanding, or involve multiple fiscal years.  May recommend remedial action or write-off of account balances.
• Creates and maintains files with contract and tax withholding information for manual monthly payments and verifies payment authorization.  Sets up and maintains various tickler files for recurring payments.
• Reviews and processes miscellaneous items related to accounts payable and accounts receivable such as credit cards.
• Prepares revenue reports for review and distribution to oversight agencies.
• Assists with preparing journal entries to general ledger by entering data following established instructions, steps, and procedures.
• May prepare financial statements for funds of limited diversity in accounts and where common software can be used.
• Provides administrative support to projects and special assignments that require getting information and cooperation from other departments and vendors.
• May prepare correspondence relating to assigned responsibilities.
• Performs other duties as assigned that support the overall objective of the position including those performed by accounting technicians and other clerical staff.

Qualifications:

• Knowledge and Skills:
  • Requires a working knowledge of the principles, practices, and terminology of financial and statistical record keeping and accounting data entry practices.  Requires a working knowledge of governmental and fund accounting procedures for accounts payable, accounts receivable, and disbursements.  Requires knowledge of methods for structuring payments and/or invoices to consider vendor timing, discounts, and penalties.  Requires a working knowledge of computer-aided accounting systems to setup accounts, enter accounting transactions, and extract detail and summary information.  Requires basic knowledge of financial statements and accounting performance (variance) reports.  Requires a working knowledge of office clerical procedures and computer-aided office productivity software.  Requires sufficient writing skills to prepare routine business correspondence, work steps, and account footnotes.  Requires sufficient math skills to compute totals, extensions, portions, ratios, quotients, and percentages. Requires sufficient human relation skills to convey policies and procedures and to deal cooperatively with others on accounting transactions.
• Abilities:
  • Requires the abil