SENIOR ACCOUNT CLERK/SENIOR RECEPTIONIST

Code: 06492 Local Non-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, 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.

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.

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.
• 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.

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.

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, skills 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.
• <b>CODES: @</b> CAH 8/8/96
• This job specification is for local government use only.
• <b>RECEPTIONIST</b>
• 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.
• <b>CODE: </b> 04/19/1994
• This job specification is for local government use only.
• <b>DUAL TITLE CODE: </b>

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.

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.