Placer County

To perform difficult and responsible clerical accounting and financial work in support of specific assigned functional areas which may include accounts receivable, accounts payable, department payroll processing, treasury, and tax billing and collections; to perform financial recordkeeping and prepare statistical records; to reconcile financial and budget reports with source documents; to process financial and statistical documents; to receive and reconcile revenues and disbursements; and to receive and respond to questions from County staff, outside agencies and the public.

Accounting Assistant Entry:

This is the entry level class in the Accounting Assistant series. This class is distinguished from the journey level by the performance of the more routine tasks and duties assigned to positions within this series. The Accounting Assistant – Entry class is distinguished from the journey level by the performance of less than the full range of duties assigned to the journey level. Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned.

Accounting Assistant Journey:

This is the full journey level class within the Accounting Assistant series. This class is distinguished from the Accounting Assistant - Entry by the performance of the full range of duties. Employees 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 within the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the entry level.

This class is distinguished from the Senior Accounting Assistant level in that the latter is an advanced journey level that provides functional and technical lead supervision over Accounting Assistants and/or performs the most difficult and complex work requiring specialized technical or functional expertise and are assigned specialized duties.

Accounting Assistant - Entry
Receives immediate supervision from assigned supervisory or management personnel and may receive technical and functional supervision from a Senior Accounting Assistant.

Accounting Assistant - Journey
Receives general supervision from assigned supervisory or management personnel and may receive technical and functional supervision from a Senior Accounting Assistant.

Duties may include, but are not limited to, the following:

• Perform clerical accounting, financial or bookkeeping work associated with the maintenance of journals and subsidiary ledgers, payroll, treasury, tax billing and collections, general ledgers, accounts receivable, accounts payable, fiscal controls and similar financial records.
  
• Prepare periodic statements and analyses of statistical and financial records related to area of assignment.
  
• May process time records and prepare payroll and related records.
  
• Assist in the conduct of accounting and statistical studies and compute cost and revenue estimates.
  
• Classify and post expenditures, revenues or authorizations to the appropriate budgetary or ledger accounts; maintain records of postings; and reconcile to financial reports.
  
• Keep ledger accounts; balance accounts; review, identify and correct irregularities; assist with collections of delinquent accounts.
  
• Receive financial or statistical documents; screen for accuracy and adherence to legal and procedural requirements; carry out proper steps to ensure or authorize payments and delivery; post to records, check and balance totals.
  
• Make computations and changes to financial and statistical data, apply standard formulas or predetermined guides; assemble financial and statistical data from a variety of sources and prepare or assist in preparing financial and statistical reports.
  
• Receive and process a variety of payments at the front counter; review customer information for accuracy and research account status; generate receipt and respond to customer questions.
• Assist with the collection of delinquent accounts.
• Review and process department payroll ensuring accuracy; research and correct errors; process leave requests; and respond to questions from department staff.
• Assist in the conduct of accounting and statistical studies and compute cost and revenue estimates.
  
• Process accounts payable involving the review and coding of invoices to appropriate contracts; verify materials are received and charges are accurate; monitor contracts to ensure sufficient funds for payment.
  
• Track and monitor contracts and insurance; create and/or make changes to supplier records, contract encumbrances and amendments.
  
• Prepare, review and approve cash, credit card and check receipts; perform account adjustments; reconcile and process refunds and overpayments.
  
• Research, verify and process warrant reissues.
  
• Collect and track a variety of data; prepare invoices, billings and/or claims and balance accounts; maintain customer/client accounts.
  Receive and review tax documentation.
  
• Classify and post expenditures, revenues or authorizations to the appropriate budgetary or ledger accounts; maintain records of postings; and reconcile to financial reports.
  
• Keep ledger accounts; balance accounts; review, identify and correct irregularities; assist with collections of delinquent accounts.
  
• May contact other governmental agencies, private agencies and County employees to obtain information for and clarify financial/statistical records and transactions.
  
• Operate standard office equipment including word processing applications as assigned; may perform duties on computer spreadsheet programs; operate stand alone computer software programs as related to assigned area.
  
• Prepare complex financial or statistical reports and summaries independently; recommend improvements in financial recordkeeping procedures and systems.
  
• Assist in preparing budget estimates; prepare trial balances, recapitulations, balance sheets and complex statistical and financial reports.
  
• Meet with the public to obtain data, interpret information and answer questions; prepare routine correspondence to answer questions, request information or provide explanations.
  
• Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service.
  
• Perform related duties as assigned.
  
  

• May be required to deliver or pick up records, receipts and other information within the County from other departments, divisions or agencies.
• Order and maintain inventories of office supplies

Experience: No experience required.  One year of responsible clerical experience in keeping financial or statistical records is desirable.

Training: Equivalent to the completion of the twelfth grade.  Additional specialized training in bookkeeping, accounting or a related field is desirable.

Experience: Two years of responsible experience in keeping and reviewing financial records.

Training: Equivalent to the completion of the twelfth grade.  Additional specialized training in bookkeeping, accounting or a related field is desirable.

Accounting Assistant - Entry

Knowledge of:

• Methods, practices and terminology used in financial and statistical recordkeeping.
• Arithmetic calculations related to statistical and financial record keeping.
• Principles and practices of computer hardware and software including word processing, spreadsheets and database packages
• Principles and practices of filing and record keeping.
  

Ability to:

• On a continuous basis, sit at desk and/or stand at counter for long periods of time.  Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; perform simple grasping and fine manipulation; lift light weight.
• Intermittently, review documents related to Department operations; observe, identify and problem-solve office operations and procedures; understand, interpret and explain Department policies and procedures; explain operations and problem solve office issues for the public and with staff.
• Make arithmetic calculations rapidly and accurately.
• Post financial and statistical records.
• Learn the organization, procedures and operating details of the County Department to which assigned.
• Use modern office equipment and computers.  
• Verify and check files and data.
• Understand and carry out both oral and written directions.
• Establish and maintain effective working relationships with the public and fellow employees of the County.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Communicate effectively in writing and speaking.

Accounting Assistant - Journey 

In addition to the qualifications for Accounting Assistant - Entry:

Knowledge of:

• Principles and practices of clerical accounting, financial and bookkeeping and statistical recordkeeping.
• Pertinent laws, codes, and regulations

Ability to:

• Independently perform difficult clerical accounting and financial recordkeeping work involving initiative and judgment.
• Maintain of journals and subsidiary ledgers, general ledgers, fiscal controls and similar financial records.
• Review financial or statistical documents; screen for accuracy and adherence to legal and procedural requirements; carry out proper steps to ensure or authorize payments and delivery, post to records, check and balance totals.
• Apply financial and statistical recordkeeping principles to the maintenance of statistical, accounting, financial and payroll transactions.
• Perform quick, accurate data entry.
• Operate a 10-key adding machine by touch.
• Organize tasks and determine priorities in order to meet assigned deadlines.