INVENTORY CONTROL CLERK/PRINCIPAL ACCOUNT CLERK TYPING INVENTORY CONTROL CLERK

Code: 07190 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, compiles and records information on the receipt, distribution, and balance of materials, equipment, and supplies on hand for an agency or jurisdiction; does other related duties.

Under direction, performs a variety of clerical duties of considerable difficulty and complexity which involve computing, classifying, verifying, and recording numerical data and reconciling accounts, records, and documents to keep sets of financial records complete, and may supervise a small group of employees in the maintenance of accounting records; does related work and typing as required.

Examples of work

• Maintains numerical and alphabetical coding of stocked materials.
• Compiles records concerned with ordering, receiving, storing, and issuing materials, equipment, and supplies.
• Posts information in ledgers or other records from requisitions, purchase order receipts, shipping papers, or other documents.
• Compiles information on receipt and distribution of goods and computes inventory balance.
• Prepares reports of inventory balance, depleted items and shortages, and prepares purchase requisitions.
• May substitute inventoried stock for requested items.
• Based on inventory records, makes recommendations on stock levels to be maintained, replenishment needs, or disposition of excess stock.
• Contacts vendors to expedite deliveries.
• Compares, corrects, and updates nomenclature and specifications on requisitions.
• Maintains records of disposition of all invoices, receipts, and requisitions received.
• 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.
• Maintains journals or subsidiary ledgers of an accounting system, and balances and reconciles accounts.
• Reviews invoices and statements (verifying information, ensuring sufficient funds have been obligated, and if questionable resolving with the submitting unit, determining accounts involved, coding transactions, and processing material through data processing for application in the accounting system) and/or analyzes and reconciles computer printouts with operating unit reports (contacting units and researching causes of discrepancies, and taking action to ensure that accounts balance).
• Posts actions to journals identifying subsidiary accounts affected and debit and credit entries to be made and assigning proper codes.
• Reviews computer printouts against manually maintained journals, detecting and correcting erroneous postings, and preparing documents to adjust accounting classifications and other data or reviews lists of transactions rejected by an automated system, determining reasons for rejections, and preparing necessary correcting material.
• May coordinate activities of a small unit (less than three employees) which is involved in an accounting function.
• Follows established policies and procedures with responsibility for reviewing work methods or processes to increase efficiency, gives assignments, and trains subordinate personnel.
• May be responsible for reviewing and verifying subsidiary reports submitted from field installations, school districts, and other subdivisions.
• Examines, verifies, and reviews vouchers, claims, and bills and makes contacts to correct discrepancies.
• Initiates appropriate action and makes adjustments based on knowledge of requirements, experience, and judgments.
• Responsible for and prepares balance sheets and financial statements.
• Prepares reports giving information in specified account areas.
• Verifies accuracy of figures, calculations, and postings pertaining to transactions recorded by other employees.
• Receives requests for financial data and ensures that these are handled properly and without delay.
• Is responsible for adjustment of complaints, and explaining complex regulations, procedures, and errors to employees.
• May prepare nonroutine correspondence explaining complex regulations and procedures.
• Supervises preparation of required forms to enter data into a computerized system.
• Reviews records and computer printouts to balance accounts and to identify suspense items or delinquent accounts for further action.
• Assists a higher level employee in the collection, compilation, and tabulation of financial data.
• Consults with supervisor on unusual and highly complex problems.
• Recommends the hiring, firing, promotion, and disciplining of employees.
• Maintains files of accounting/statistical data and reports.
• Analyzes and classifies unusual transactions.
• Prepares worksheets reflecting the source of discrepancies, corrective actions required to bring all accounts into agreement, and providing the accuracy of adjusted accounts and appropriate course of action to prevent future discrepancies of the same type.
• Receives purchase orders, contracts, travel orders, and similar documents for obligation against appropriated funds.
• Reviews documents to ensure they are authorized in accord with regulations, charged to the applicable appropriation, and funds are available to cover the obligations.
• Obligates documents assigning appropriate symbol codes for general ledger accounts, obligation account, control point and cost center, limitation and appropriation.
• Summarizes information and transcribes it to prepunched data entry cards.
• Maintains unliquidated obligation data entry card deck and all backup service documents.
• Reconciles and prepares accruals for all service contracts which have been partially completed and not liquidated on a monthly basis.
• Liquidates obligations on notification of receipt of goods or services ordered.
• Prepares transaction sheets.
• Assigns appropriate account codes.
• Transfers information with prepunched data entry cards to data processing for entry into general ledger system.
• Reconciles monthly all card transactions, obligations, and unliquidated obligations (undelivered orders) with general ledger control accounts as indicated on computerized listing.
• Prepares vendor invoices and other fiscal items for payment.
• Verifies amount shown on documents with original obligation document.
• Notes discrepancies and follows-up with vendor or receiving department to clarify and correct discrepancy.
• Annotates obligation document with payment data and places in file.
• Prepares code sheet listing general ledger and subsidiary accounts, appropriation, and cost center.
• Prepares monthly reconciliation and adjustment of accounts including applied cost and net obligation, accrued services and undelivered orders with general ledger control account, unpaid files on prior year appropriations, work-in-process, and purchase option and rental allowance for data processing equipment.
• Receives, analyzes, and classifies all allotments and initiation documents.
• Assigns appropriate account code to set up accounts.
• Receives, analyzes, and classifies all commitment and obligation documents.
• Reviews documents for validity, budget and expenditure limitation, completeness, and correctness of accounting data.
• Certifies fund availability to cover all initiations, commitments, and obligations.
• Codes all data onto transaction sheets indicating type of appropriation and fund, control account, subsidiary account, limitation, and cost center.
• Ensures that debits and credits on transaction sheets balance.
• Prepares batch card with assigned number, data, and total amount of debits and submits forms to data processing for entry in computer system.
• Reviews computerized data output and verifies it with manual data input.
• Locates discrepancies, determines course of error, and takes necessary remedial action.
• Types documents from varied forms of copy.
• 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

One (1) year of experience in preparing, maintaining, and editing inventory control records.

Two (2) 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 essential duties of the position.

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 record keeping methods and procedures.
• Knowledge of arithmetical computations.
• Ability to understand, remember, and carry out oral and written directions.
• Ability to prepare statistical and other reports.
• 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 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.
• CODES: LG - CAH/hw 6/16/97
• This job specification is for local government use only.
• PRINCIPAL ACCOUNT CLERK TYPING
• Knowledge of an extensive body 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 account relationships within the accounting system.
• Knowledge of and facility in work involving accounting and/or financial data, mathematical calculations, and the checking and processing of information.
• Knowledge of clerical routines and procedures involved in collection, sorting, coding, preparation of accounting data, and basic arithmetic functions.
• Ability to analyze clerical accounting problems, to apply rules, regulations, and methods to a variety of situations, and to develop effective work methods.
• Ability to gather, compile, and analyze basic accounting data and to prepare reports and summaries thereon.
• Ability to instruct and guide lower level employees and evaluate their effectiveness.
• 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 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.
• CODES: LG - RKR 2/10/97
• This job specification is for local government use only.
• TITLE CODE FOR DUAL TITLE:
• This job specification is for local government use only.

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 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.