DESCRIPTION
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Under general supervision and direction, in the Auditor-Controller/Clerk-Recorder Agency, to perform routine and moderately difficult and/or technical clerical work involving the exercise of some independent judgment in following instructions within established policies and procedures. Incumbents of this classification are expected to respond to inquiries from the public or other County departments and may be responsible for maintaining a variety of records and/or monitoring and compiling data from a variety of sources and are expected to do related work as required.
DISTINGUISHING FEATURES
This is the entry-level general clerical classification in this flexibly staffed series. Incumbents of this classification provide less complicated but nevertheless sensitive clerical work, usually under specific directions. Incumbents may work independently with the supervisor or lead clerk available to answer questions or manage unusual situations. Positions at this level require that incumbents have the ability to identify and correct errors in basic English usage or arithmetic. It is flexibly staffed with the higher classification of Auditor Associate II, where the incumbents perform many of the same duties, but have achieved competency and knowledge of the full range of duties at this level and may also be assigned to complete similar, but more complex duties exercising greater independent judgment and discretion.
Incumbents may be assigned anywhere in the County and are expected to rotate through various units of the Auditor-Controller/Clerk-Recorder Agency as needed to accommodate employee development, staffing, and training needs of the Agency. Incumbents must demonstrate proficiency in two units or more of the Clerk-Recorder’s Office (Scanning/Indexing, Customer Service, Vitals/General Business, Marriages, Recording, Archive/Preservation, Administrative Services); Central Collections Division (Accounting, Administration Support/Public Contact Customer Service); and/or Auditor-Controller’s Office (Specialized Accounting, Workers’ Compensation/Benefits, Central Payroll, Contracts, Contract Compliance, SLEB Certification, Warrants, Claims, Tax Analysis, Management Services) prior to promotion to the next level of Auditor Associate II.An Auditor Associate I is expected to gain experience and demonstrate proficiency which qualifies them to promotion to the higher level of Auditor Associate II within one year of full-time experience. Appointment at the Auditor Associate I level will not be extended beyond one (1) year.
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EXAMPLES OF DUTIES
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NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.
- Assists the public (including stressful contacts with irate persons) with a wide range of customer inquiries in a professional and courteous manner.
- Researches various Agency applications (official records, fictitious business names, etc.) and other associated County departments (Assessor’s Index and Health Department’s vital records systems etc.).
- Performs entire archival protocol using scanning, imaging, and microfilm technology.
- Reviews and approves Accounts Payable vouchers and verifies that vouchers are supported by a proper invoice, meets County policy and contract guidelines, is charged to correct chart fields, and meets Internal Revenue Service reporting requirements.
- Reviews and approves all Community Based Organization (CBO) and non-CBO contracts in the County’s compliance financial system and associates the procurement contract with the purchase order to initiate or increase encumbrances.
- Reviews, interprets, revises, and corrects departmental payroll input documents, claims documents submitted by all staff in other County departments and agencies, and postings to the County Financial System.
- Reviews and approves vouchers and non-county employees expense claims from different business units. Verifies that vouchers are authorized and supported with the required documentation (e.g., direct claim, purchase order vouchers, trust fund payments, petty cash, revolving fund replenishments).
- Explains complex policies, procedures, ordinances, and laws in order to respond to more complex, technical, or difficult inquiries.
- Posts to, verifies and reconciles accounts consisting of agency journals, general ledgers, receipts and claims registers; reconciles agency accounts with Auditor’s Office accounts; prepares periodic and special reports, including simple or straightforward claims to Federal and State agencies and adjustments to benefits eligibility related to paid/unpaid status.
- Issues, cancels, and re-issues payroll and other warrants on the countywide financial system.
- Verifies entries to the County compliance/financial system; checks postings of financial and personnel transactions done by accounting clerical personnel; prepares postings of changes and corrections to budget accounts; provides information to County departments and agencies concerning Auditor accounts and reconciliations with department records.
- Processes wage garnishments, levies, and direct deposit requests for County employees in accordance with regulations as prescribed by regulatory authorities.
- Maintains the centralized payroll filing system.
- Prepares forms for the County Education Stipend Account and/or requests from Departments for management benefit reimbursements.
- Distributes materials to departmental payroll clerks; receives, sorts, verifies, and distributes County-wide pay warrants; periodically distributes W-2 statements, ACERA statements, and other documents to all County departments and agencies.
- Identifies and locates fiscal information for agency financial studies; prepares information in special reports.
- Records deposits of Federal and State funds to agency trust accounts; prepares periodic reports of trust account balances; audits collections and accounts receivable from various agencies; and prepares reports of such audits.
- Develops procedures for the computer posting of tax payments for secured and unsecured assessment rolls; checks the accuracy of computer postings and apportionment of such payments to city, school, and special district accounts; prepares change memos and other entries for posting of receipts rejected for various reasons by the computer; reconciles periodic computer reports with records of payments received; posts to various Treasurer-Tax Collector trust funds.
- Answers queries in person at a counter; by telephone, fax, or e-mail.
- Creates and maintains spreadsheets and other report formats using the computer and the County compliance/financial system.
- Verifies, reviews, corrects, or appropriately routes file information using computerized systems, manual files, or various reports.
- May be assigned to work in any of the Auditor-Controller/Clerk-Recorder Agency office locations throughout the County.
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MINIMUM QUALIFICATIONS
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EITHER I
Experience:
The equivalent of two (2) years of full-time experience in the classification of Clerk II or in an equivalent or higher level clerical classification in Alameda County classified service.
OR II
Experience:
The equivalent of two (2) years full-time clerical experience including one (1) year full-time experience performing duties of a complex and technical nature in applying legal statues and rules requiring expertise and specialized knowledge.
Substitution:
Education from an accredited college or university may be substituted for the required experience on a year-for-year basis. One (1) year of education shall consist of either 30 semester or 45 quarter units.
NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.
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KNOWLEDGE AND SKILLS
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NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.
Knowledge of:
- Business arithmetic.
- Business correspondence, filing, and standard office equipment operations.
- Techniques and practices for dealing with individuals from various socioeconomic and ethnic groups both on the telephone and in person and through correspondence (including stressful contact with irate and/or hostile individuals).
- Modern office methods and equipment, including commonly used computer spreadsheets, word processing, and centralized financial and personnel/payroll programs, preferably ALCOLINK/HRMS.
Ability to:
- Establish and maintain effective working relationships with the public, including co-workers.
- Prioritize work and coordinate several activities to meet critical deadlines.
- Operate common modern office machines, including calculator, computer, printer, and fax.
- Locate and provide basic analysis of data found in large accounting and payroll systems, such as those maintained by the Auditor Agency.
- Prepare periodic and special accounting and payroll reports.
- Identify and correct errors in a variety of mathematical computations and financial/payroll documents.
- Work independently when given specific instructions.
- Apply rules and regulations to specific cases.
- Communicate effectively orally and in writing.
- Research and correct documents for errors.
- Maintain accurate records.
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CLASS SPEC HISTORY
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SG:po 10/22/07
Newspecs: 1527
CSC Date: 12/19/2007
ABS:po revised 12/5/08
CSC Date: 4/22/2009
RY:cs Revised 3/26/13
CSC Date: 5/1/13
SJ:cs Revised 2/6/15
CSC Date: 3/4/15
SK:saa Revised 01/25/2024
CSC Date:02/21/2024
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BENEFITS
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Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being. These benefits include but are not limited to*:
For your Health & Well-Being
- Medical – HMO & PPO Plans
- Dental – HMO & PPO Plans
- Vision or Vision Reimbursement
- Share the Savings
- Basic Life Insurance
- Supplemental Life Insurance (with optional dependent coverage for eligible employees)
- County Allowance Credit
- Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
- Short-Term Disability Insurance
- Long-Term Disability Insurance
- Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
- Employee Assistance Program
For your Financial Future
- Retirement Plan - (Defined Benefit Pension Plan)
- Deferred Compensation Plan (457 Plan or Roth Plan)
For your Work/Life Balance
- 12 paid holidays
- Floating Holidays
- Vacation and sick leave accrual
- Vacation purchase program
- Catastrophic Sick Leave
- Pet Insurance
- Commuter Benefits Program
- Guaranteed Ride Home
- Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
- Employee Discount Program (e.g. theme parks, cell phone, etc.)
- Child Care Resources
- 1st United Services Credit Union
*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement. This provides a brief summary of the benefits offered and can be subject to change.
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