ACCOUNT CLERK/CLERK 2

 ACCOUNT CLERK

 DEFINITION: 
 
 Under direction performs a variety of routine, repetitive, noncomplex
 clerical tasks which involve computing, classifying, verifying, and
 recording numerical data and the reconciliation of accounts, records,
 and documents to keep sets of financial records complete; does other
 related duties.

 NOTE: The examples of work for this title are for illustrative
 purposes only. A particular position using this title may not perform
 all duties listed in this job specification. Conversely, all duties
 performed on the job may not be listed.

 EXAMPLES OF WORK:

 Examines and verifies that entries, postings, and totals are accurate
 and supporting documents are included.

 Performs routine arithmetic calculations and tabulates by hand or with
 the aid of machines.

 Performs varied clerical tasks involved in keeping accounts of a
 simple, routine, and repetitive nature.

 Posts entries in cash books, journals, ledgers, and/or other records.

 Prepares records of cash receipts and disbursements.

 Makes extensions and calculates percentages and discounts.

 Calculates deductions to be made from the pay of individuals.

 Keeps a continuous record of the amount, kind, and value of
 merchandise, material, equipment, and stock on hand.

 Checks and compares for completeness various types of documents 
 such as vouchers, payrolls, requisitions, invoices, bills and receipts.

 Examines vouchers to ensure that they have the necessary approvals 
 and that data are arithmetically correct.

 Reviews financial data to ensure correct account and appropriation 
 are cited.

 Reviews expense account for funding or budgetary limitations and
 refers discrepancies to higher level staff.

 Posts accounting information to data transaction forms to reflect
 correct accounting category or code and utilization of funds in 
 accord with specific guidelines.

 Posts noncomplex disbursements, deductions, and remittances paid 
 and due, and checks.

 Records charges, overpayments, refunds, and so forth into record book.

 Prepares vouchers, invoices, and assists with preparation of periodic
 reports.

 Performs simple reconciliation of bank accounts.

 May assist in collecting/compiling data for inclusion in budget
 requests, financial statements, and other reports.

 Refers errors and irregularities to superiors.

 Gives routine information in person and over the telephone.

 Maintains established records/files where selection and classification
 of data does not require difficult decisions and where procedures are
 routinized.

 Maintains standardized double entry bookkeeping records involving
 making entries in journals and posting to ledgers and other records
 which entail only a few variations in the transactions recorded,
 clearly established guidelines exist for the actions required, and
 limited problems in identifying the proper account classification or
 in balancing and reconciling accounts.

 Will be required to learn to utilize various types of electronic and/or 
 manual recording and information systems used by the agency,
 office, or related units.

 REQUIREMENTS:

 LICENSE:

 Appointees will be required to possess a driver's license valid
 in New Jersey only if the operation of a vehicle, rather than employee
 mobility, is necessary to perform essential duties of the position.

 KNOWLEDGE AND ABILITIES:

 Knowledge of office methods, practices, and equipment and of
 performing routine, repetitive, and noncomplex tasks involved in
 keeping financial and/or other records of a mathematical nature.

 Knowledge of basic arithmetic functions.

 Ability to understand, remember, and carry out oral and written
 directions.

 Ability to perform routine/repetitive tasks, compare numerical/verbal
 data, and select appropriate information for forms.

 Ability to add, subtract, multiply, divide, and find
 averages/percentages.

 Ability to apply arithmetic principles and to correct computational
 errors.

 Ability to acquire an understanding of numerical record keeping 
 and data gathering and other clerical procedures used in a specific
 establishment.

 Ability to perform work requiring constant/close attention to clerical
 and numerical detail.

 Ability to utilize various types of electronic and/or manual recording
 and information systems used by the agency, office, or related units.

 Ability to read, write, speak, understand, and communicate in 
 English sufficiently to perform duties of this position.  American Sign
 Language or Braille may also be considered as acceptable forms of
 communication.

 Persons with mental or physical disabilities are eligible as long 
 as they can perform essential functions of the job after reasonable
 accommodation is made to their known limitations. If the accommodation
 cannot be made because it would cause the employer undue hardship,
 such persons may not be eligible.

 Ability to read, write, speak, understand, or communicate in English
 sufficiently to perform the duties of this position. American Sign
 Language or Braille may also be considered as acceptable forms of
 communication.

 Persons with mental or physical disabilities are eligible as long as
 they can perform the essential functions of the job after reasonable
 accommodation is made to their known limitations. If the accommodation
 cannot be made because it would cause the employer undue hardship,
 such persons may not be eligible.

CLERK 2

DEFINITION:

Under limited supervision, performs clerical work involving the processing 
of documents in a variety of functions; performs moderately complex and 
non-routine clerical work; may provide guidance and assistance to other 
staff; does other related duties as required.      

NOTE:  Incumbents may be required to utilize keyboard equipment to input 
and/or retrieve information on a computer console, typewriter or other key 
entry device used by the agency.  Keyboarding/typing duties may or may 
not be assigned depending on the needs of the employing agency.  
Incumbents are not expected to perform keyboarding/typing tasks with the 
speed and accuracy required of a Keyboarding Clerk.   

NOTE: The examples of work for this title are for illustrative purposes only.  
A particular position using this title may not perform all duties listed in this job 
specification.  Conversely, all duties performed on the job may not be listed.

DISTINGUISHING CHARACTERISTICS:

Positions in this title perform clerical work requiring experience and familiarity 
with the organization's procedures and rules and may involve the limited exercise 
of independent judgment. Work is performed with considerable independence 
and is reviewed upon completion.  

Positions reside in various local government departments/agencies and 
may perform clerical tasks specific in County or Municipal department/agency 
(e.g. municipal courts, libraries, election offices, tax collection/assessment, 
code enforcement, administrative or personnel offices, hospitals, recreation 
offices, and other regulatory agencies.)    
   
EXAMPLES OF WORK:

Receives, screens, reviews and verifies documents.  

Reviews and checks assigned reports, applications, and other documents 
for corrections and completeness; refers problems to supervisor for resolution.

Provides guidance and assistance to staff.   

Opens, time stamps, sorts, numbers, and distributes mail.
 
Maintains prepared mailing lists.
 
Sorts, indexes, and files checks, cash stubs, vouchers, requisitions 
and other materials numerically, alphabetically, or according to other 
predetermined classification, and maintains such files.

Receives applications, documents, forms and fees; screens, sorts 
and assembles this information for further processing.  

May wrap packages for shipment by mail or express.

Assembles materials for distribution.

Hand stamps letters, papers, and other documents.

Fills in and checks form letters, circulars, and forms as directed.

Compiles information and/or numerical data.  

Provides information in person and over the telephone.  

May enter and/or retrieve information on a computer terminal.  

May occasionally perform keyboarding/typing duties, but not as the 
primary function of the position.  

May assist in requisitioning, storing, and distributing office supplies.

May assist in preparing and verifying payrolls and makes simple 
arithmetic calculations.

Schedules administrative proceedings; may process requests for 
scheduling changes.

Receives, logs in and reviews permit applications for completeness and 
accuracy; issues permits for construction, repair, installation, and demolition 
operations.  

Coordinates the scheduling of various activities for a park, recreational site, 
school district or other government entity.   

May transfer information onto forms, form letters, cards, envelopes, labels, 
charts and transmittals.

When assigned to a court, prepares the docket (or schedule) of cases to 
be called and contact witnesses, attorneys, and other parties to collect or 
provide information; calls court to order, administers oaths to jurors, witnesses, 
court officers and others, announces postponements, and adjourns court; 
assists the judge both on the bench and in the chambers.   

When assigned to a tax office, computes and records tax payments.

When assigned to a finance or tax office, performs specialized clerical 
work involving the preparation and maintenance of assessment rolls and 
records.  

When assigned personnel duties, processes personnel action forms, 
maintains personnel records and gathers sensitive or confidential information 
or data.  

When assigned to a hospital, health care, or long-term care facility, may 
interview patients or others to obtain admission information; performs other 
clerical functions involving the admission of patients.    

Prepares routine reports or assists in the preparation of reports by gathering 
data, tabulating results, and/or preparing simple charts.  

Operates various types of office and mail processing machines such as a 
keyboard equipment, calculators, computer printers, sorter, photo-copier, 
fax machine, stamping machine, labeling machine, etc.; may perform simple 
maintenance tasks such as adding toner, paper or changing ribbons.  

Maintains records and files.

Will be required to learn to utilize various types of electronic and/or manual 
recording and information systems used by the agency, office, or related units.

REQUIREMENTS:

EXPERIENCE:

One (1) year of experience in clerical work.  

LICENSE:

Appointees will be required to possess a driver's license valid in New Jersey 
only if the operation of a vehicle, rather than employee mobility, is necessary 
to perform essential duties of the position.

KNOWLEDGE AND ABILITIES:

Knowledge of office routines, equipment, and practices.  

Ability to comprehend established office routines and department regulations.

Ability to organize assigned clerical work and develop effective work methods.

Ability to provide guidance and assistance to staff.  

Ability to make simple arithmetic calculations and tabulations.

Ability to understand, remember, and carry out oral and written directions.

Ability to perform tasks accurately within prescribed time frames.  

Ability to work effectively with associates, superior officials, and members 
of the public concerned with the work of the department.

Ability to sort, index, file, and pull varied types of materials using an 
established filing system.

Ability to operate and perform routine maintenance on office machines and 
other equipment.

Ability to utilize various types of electronic and/or manual recording and 
information systems used by the agency, office, or related units after a 
period of training.

Ability to read, write, speak, understand, and communicate in English 
sufficiently to perform duties of this position.  American Sign Language 
or Braille may also be considered as acceptable forms of communication.

Persons with mental or physical disabilities are eligible as long as they
can perform essential functions of the job with or without reasonable 
accommodation.  If the accommodation cannot be made because it 
would cause the employer undue hardship, such persons may not be 
eligible.

CODE:  03247             MER          03/26/2011

This job specification is for local government use only.

DUAL TITLE CODE:  06164