SUPERVISING ACCOUNT CLERK

Code: 03848 Local Competitive

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under direction, supervises and performs the work involved in computing, classifying, verifying, and recording numerical data and reconciling accounts, records, and documents to keep sets of financial records complete; does related work as required.

Examples of work

• Determines work procedures, prepares work schedules, and expedites the workflow of the unit.
• Issues written and oral instructions to subordinates.
• Assigns duties and examines completed work for exactness, neatness, and conformance to policies and procedures.
• Studies and standardizes procedures to improve efficiency of subordinates.
• Maintains harmony among workers and resolves grievances.
• May hire, train, and discharge workers.
• Maintains records of a confidential nature.
• Prepares correspondence.
• Prepares statistical and other reports which require interpretation and contain findings, conclusions, and recommendations.
• Supervises compilation of reports of various types and reviews and approves them before submission to higher levels of management.
• Interprets and explains organization rules, regulations, policies, and procedures through correspondence, personal interviews, and telephone conversations.
• Reviews, checks, and certifies reports, applications, and other documents for correctness where difficult determinations are concerned.
• Interviews and transacts business with persons who may call at the office.
• Plans revisions of clerical procedures and office routines.
• Prepares requisitions.
• Guides, instructs, and assigns tasks to employees.
• Receives, reviews, and adjusts complaints.
• Participates in and is responsible for the work of staff.
• Compiles data for budgets and reports.
• Makes special studies of certain operations and reports findings.
• Relieves the supervisory officer of office details.
• Maintains, classifies, indexes, and cross references records and files.
• Supervises and performs the work involved in calculating, posting, and verifying statistical information to obtain financial data for use in maintaining accounting records.
• Posts to various ledgers details of financial transactions such as allotments, disbursements, deductions from payrolls, pay and expense vouchers, remittances paid and due, checks, and claims.
• Reconciles bank statements.
• Verifies and enters details of financial transactions as they occur or in chronological order in account and cash journals.
• Summarizes details of financial transaction on separate ledgers and transfers data to general ledger.
• Balances books and compiles reports to show statistics such as receipts, expenditures, and accounts payable and 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.

Experience

Three (3) years 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 the essential duties of the position.

Knowledge, skills and abilities

• Knowledge of accounting clerical procedures and techniques required to understand and work with a total accounting system or with an identifiable segment of an integrated double entry bookkeeping system.
• Knowledge of the account relationships within the accounting system.
• Knowledge of work involving accounting and/or financial data, mathematical calculations, and the checking and processing of information.
• Knowledge of supervisory principles and techniques.
• Knowledge of clerical routines and procedures involved in collection, sorting, coding, and preparing of accounting data and basic arithmetic functions.
• Ability to apply rules, regulations, and methods to a variety of situations.
• Ability to analyze clerical accounting problems.
• Ability to develop effective work methods.
• Ability to gather, compile, and analyze basic accounting data and to prepare reports and summaries.
• Ability to instruct, motivate, train, and guide lower level employees, issue appropriate work assignments, and review and evaluate their job performance.
• Ability to locate discrepancies in financial reports which are of moderate complexity and to make corrections.
• Ability to use judgment in recognizing possible alternative actions to problems when they are not prescribed or readily apparent, and in referring to others problems which require other than clerical decisions.
• Ability to compose correspondence of an explanatory or interpretative nature.
• Ability to plan work activities, sequence of operations, and work priorities for others.
• Ability to add, subtract, multiply, divide, and find averages and percentages.
• 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, 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.

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.