SENIOR ACCOUNT CLERK/SENIOR RECEPTIONIST

 SENIOR ACCOUNT CLERK

 DEFINITION:

 Under  direction, performs a variety of responsible and difficult
 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
 and/or takes the lead over other employees in the maintenance of
 accounting records; does other related duties as required.

 NOTE:  The definition and 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:

 Posts items such as revenue, expense, and cash receipt amounts
 in records/journals and assigns them as debits or credits to the
 appropriate account.

 Reconciles accounts of moderate complexity by comparing account
 balances with related data.

 Reviews records and source documents to identify the source of
 discrepancy.

 Checks reports received for duplication, mathematical  accuracy,
 completeness, and compliance with prescribed requirements.

 Verifies accuracy of figures, calculations, and posting pertaining to
 transactions as well as computer printouts which are recorded by 
 other workers.

 Prepares requisitions, vouchers, and may prepare balance statements.

 Prepares a listing of charges, payments, and irregular charges or
 refunds.

 Investigates irregular charges, billings, and so forth.

 Performs arithmetic calculations in the computation of interest
 charges and refunds.

 Computes data according to formulas and may use adding or
 calculating machine to complete computation.

 Prepares required forms to enter data into a computerized  system
 and uses codes to denote the accounts affected by the transaction
 including such items as appropriation, project, and various other
 subdivisions in the account structure.

 Serves as lead worker in assigning work, checking computations,
 and training new employees with routine problems.

 Prepares and sends out routine letters requesting data omitted
 from records.

 Prepares routine reports.

 Maintains files of accounting/statistical data and reports.

 Reviews, checks, and certifies reports, applications, and other
 documents for correctness, answers nonroutine and routine
 inquiries of limited complexity, and receives, reviews, and
 adjusts complaints.
 
 May train new clerical employees.

 Gives assignments, instructions, advise, and guidance to
 employees.

 Composes replies to routine correspondence.

 Occasionally supervises a designated phase of the clerical
 activity of the unit.

 Reviews various commitment and obligation documents.

 Examines each document to ensure completeness of data, accuracy
 of computation, appropriateness of monetary data, and validity of
 accounting classification.

 Contacts individual submitting document to resolve questions on
 data submitted.

 Establishes and maintains control sheet to prevent over obligation
 of funds.

 Receives, reviews for correct data, and processes accounts payable
 or accrued expenditure transactions, liquidates outstanding obligations, 
 and computes and prepares adjustment vouchers for changes in data.

 Receives, reviews for correct data, and processes collection vouchers 
 and liquidates accounts receivable.

 Computes and prepares adjustment vouchers for changes in data.

 Maintains liaison with various operating units to ensure that time 
 limitations are met for discounts and partial payments.

 Maintains manual record of quarterly and annual allotments
 authorized and issued to operating units.

 Prepares documents for machine processing by assigning
 appropriate accounting transaction codes to documents to  
 reflect the activity listed, forwards same to data processing
 for data entry action, and ensures that accounting documents  
 processed are included in the appropriate accounting period.

 Establishes orders received, earned reimbursement, and charges
 for supplies and services rendered which resulted in accounts
 receivable, and codes all documents for input to the computerized
 ledgers; maintains hard copy of accounts receivable summary sheet
 by appropriation, and initiates  correspondence or telephone
 communications on delinquent accounts receivable.

 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 the preparation, maintenance, and/or 
 review and verification of financial records.

 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 accounting clerical methods, forms, and techniques.

 Knowledge of office practices and procedures relating to the
 processing and recording of financial transactions.

 Knowledge of accounting information, accounting codes, classification, 
 and terminology pertinent to clerical maintenance operations.

 Knowledge of basic arithmetic functions.

 Ability to understand transactions in terms of accounting codes and 
 classifications.

 Ability to understand relationships among accounting records and
 documents.

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

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

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

 Ability to apply arithmetic principles and to correct computation
 errors.

 Ability  to acquire an understanding of numerical record  keeping
 and data gathering and other clerical procedures.

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

 Ability to learn 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 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 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.

 CODES: 03165@              CAH                        8/8/96

 This job specification is for local government use only.

  RECEPTIONIST

  DEFINITION

  Under the direction of a supervisory officer, receives callers,
  provides them with information, schedules appointments, and acts as
  liaison between department personnel and callers; does related work 
  as required.

  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:

  Receives callers, determines their reasons for visiting the
  office, provides them with the required information according to
  department procedures and, as is possible, sees that the desired
  objectives are achieved.

  Notifies department personnel of callers' names and other relevant
  information and, when so instructed, schedules appointments.

  Answers the telephone and gives information.

  Sees that callers who have appointments with department staff
  caller's arrival.

  Receives, sorts and distributes incoming letters, packages and
  telegrams.

  Weighs, seals and stamps outgoing mail and packages.

  Refers complicated inquiries and/or callers who have come to the
  wrong office to the proper individual or unit.

  Sends telegrams.

  Performs varied clerical duties, including keyboarding, filing and 
  checking and may act as a relief telephone operator when so required.

  Prepares uncomplicated reports.

  Keeps simple records and files.

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

  REQUIREMENTS:

  LICENSE:

  Appointee 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 the essential duties of the position.

  KNOWLEDGE AND ABILITIES:

  Knowledge of department rules, regulations, policies,
  programs, functions, layout and personnel.

  Knowledge of the functions and responsibilities of the unit
  and of the approved methods of providing information to the public.

  Knowledge of the names and professional status of persons
  calling frequently at the office.

  Knowledge of office deadlines, routines, schedules and
  procedures.

  Ability to meet and deal courteously and effectively with
  varied types of persons, some of whom may be bewildered or
  antagonistic.

  Ability to give information in person or over the telephone
  clearly, accurately and in accordance with department regulations 
  and procedures.

  Ability to ascertain callers' reasons for coming to the office
  and to refer them to the proper individuals or organizations.

  Ability to schedule appointments accurately and to make
  certain that misunderstandings do not occur.

  Ability to learn to recognize faces and to remember names
  quickly and accurately.

  Ability to perform varied types of clerical tasks including the 
  receipt, sorting, distributing, weighing, sealing and stamping 
  of mail, keyboarding and filing.

  Ability to keep records.

  Ability to maintain records and files.

  Ability to learn 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, 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 essential functions of the job afterreasonable
  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.

  CODE:  02976     04/19/1994

  This job specification is for local government use only.

  DUAL TITLE CODE:  06492