Account Clerk II #79, (Accounts Payable), District Office

BASIC FUNCTION:

Under the direction of the Director of Fiscal Services, perform a variety of responsible clerical accounting duties in such areas as accounts payable, accounts receivable or purchasing, receive, post, balance and reconcile financial transactions, prepare and process financial, statistical, personnel and payroll-related documents, records and materials, perform a variety of responsible clerical record-keeping duties for a computerized accounting system.

Classification Characteristics:

This is a bargaining unit position.

DISTINGUISHING CHARACTERISTICS:

Account Clerk II incumbents are assigned responsible clerical accounting duties in the areas of accounts payable, accounts receivable, posting purchasing and financial and statistical documents. Incumbents in the Accounting Clerk III classification perform complex accounting clerical duties in processing District classified and certificated payroll. Accounting Assistant I incumbents perform routine duties in compiling and processing financial and statistical documents and information.

REPRESENTATIVE DUTIES:

(Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to accurately reflect the principal job elements.) E=Essential Functions

• Performs a variety of responsible clerical accounting duties in such areas as accounts payable, accounts receivable, or purchasing; receives, posts, balances, and reconciles financial transactions; prepares and processes financial, statistical, personnel and payroll related documents, records, and materials; coordinates these areas with other accounting functions; E

• Receives, counts, balances and posts financial transactions to proper account and ledger; enters inventory, financial and statistical data to proper account; maintains ledgers and reconciles with bank statements or District records; adjusts accounts as needed; counts balance and deposit receipts periodically and prepare related reports; E

• Receives and inspects invoices to assure proper processing of accounts payable; computes discounts, accounts distributions and out-of-state sales tax where applicable; matches and verifies proper approval, documentation, and prices; compares invoices with contracts and recap extensions, terms, and cost calculations; E

• Enters accounts payable data in computer terminal to produce payment checks; mails warrants to vendors and files documentation for audit purposes; cancels B warrants on PBA system; submits changes to the County regarding exempt vendor files; E

• Maintains budget records and posts receipts and expenditures according to established procedures; verifies proper authorization, account, and availability of funds for requisitions; posts to proper computerized account and processes as appropriate; E

• Enters data in County computer system (PBA and PAR) for issuance of warrants, including insurance, other fringe benefits, and Federal and State payroll taxes; E

• Interacts with vendors and banks to research status of documents and to obtain financial information; receives and responds to calls from District employees, vendors, banks, and the general public; researches errors, discrepancies and other issues as needed; E

• Operates standard office equipment including a computer terminal, printer, typewriter, fax machine, ten-key machine, calculator, and copier; E

• Processes District and warehouse requisitions; assures accuracy and completeness of prices, information, and authorizations; completes or assures accuracy of fund, object, and program codes; encumbers and enters financial information into the District and County computer system;

• Maintains certificated and classified payroll records for the Adult School, including hours worked, proper classification, and other payroll-related issues; assists with payroll disbursement; accounts for student hours for concurrent classes and produces required attendance reports;

• Assures payment receipts and documentation are in accordance with District, County, state, and federal laws, regulations, and procedures;

• Prepares a variety of district financial statistical records; prepares and processes a variety of financial and statistical documents including purchase requisitions for warehouse and non-stock supplies and materials;

• Interprets, explains, and applies appropriate rules, regulations, and practices; provides information to District employees, vendors, and others;

• Inspects and verifies completion of financial and statistical documents including time records for substitute certificated employment; calculates time worked and total compensations; enters data in computer according to established procedures and time lines; assists in the distribution and mailing of pay warrants;

• Performs a variety of general clerical responsibilities including typing, receiving visitors, and answering the phone; prepares and maintains records, reports, documents, and files; distributes reports and documents as assigned;

• Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Methods, procedures, and terminology used in routine clerical accounting work

• Financial and statistical record-keeping techniques

• Basic accounting practices and procedures

• Modern office practices, procedures, and equipment

• Correct English usage, grammar, spelling, punctuation, and vocabulary

• Laws, rules, and regulations related to assigned activities

• District organization, operations, policies, and objectives

• Basic operation of standard office machines including a computer terminal

• Telephone techniques and etiquette

ABILITY TO:

• Perform a variety of responsible clerical accounting duties in such areas as accounts payable, accounts receivable, and purchasing

• Receive, post, balance, and reconcile financial transactions

• Prepare and process financial, statistical, personnel and payroll-related documents, records and materials

• Verify, balance, and adjust accounts

• Process and record accounting transactions accurately

• Operate office equipment such as a computer terminal, calculator, typewriter, and copier

• Plan and organize work

• Work confidentially with discretion

• Add, subtract, multiply, and divide quickly and accurately

• Learn, apply, and explain policies, procedures, rules, and regulations

• Answer telephones and greet the public courteously

• Perform clerical duties such as filing, typing, duplicating, and maintaining routine records

• Type at an acceptable rate of speed

• Understand and follow oral and written directions

• Communicate effectively both orally and in writing

• Establish and maintain cooperative and effective working relationships with others

WORKING CONDITIONS:

Office environment; subject to constant interruptions. Position requires visual ability to read documents and a computer monitor and ability to enter data by operating a computer keyboard. Incumbents may be exposed to contact with hostile or abusive individuals.

For further information you may call (626) 444-9005, extension 4510.

The EMUHSD provides equal employment opportunities for all people and does not discriminate in educational programs and activities or in the employment of personnel and the process therein on the basis of any protected class.

Requirements / Qualifications

Requirements / Qualifications