Performs routine well-defined clerical fiscal or accounting-related work as a primary duty on a nearly full time basis. The work may be performed in a small branch office, major large agency subdivision or in the central accounting, budgeting, purchasing, or revenue collecting and disbursing activities of an agency.

May act as lead worker for other clerical personnel. Immediate supervision may be received from a unit or office supervisor/administrator, Fiscal Technician or professional accountant who is responsible for operating procedures and provides direction in non-routine matters.

Performs work of routine difficulty involving recording, summarizing and processing fiscal/accounting-related data, documents and records, and requires only elementary application of bookkeeping and accounting principles. Emphasis is on complying with standard directives. Work is often repetitive in nature. In a small organizational unit, tasks may be varied while in larger units work tends to be specialized. Use of automated data processing equipment or performance of general clerical tasks is a normal adjunct to the work, but does not conflict with the primary fiscal/accounting duties being performed.

Typical duties may include updating, coding, editing, reconciling accounts and data entry as required; receiving and receipting for funds; reviewing and verifying requisitions and other records data; compiling data for budget purposes; typing, processing filing of bills, travel vouchers, inter-agency transfer invoices and other documents; reconciling bank statements; verifying agency fund, program and object codes; batching coded expenditure documents; reviewing and processing payroll documents and computing pay and deductions using standard forms; reviewing, logging, and batching vouchers; reconciling purchase orders with vouchers; contacting individual clients or vendors on a variety of routine fiscal matters; checking the accuracy of mathematical calculations; preparing routine entries for journals and ledgers; posting other financial transactions; preparing, processing and making bank deposits of checks, moneys, and other financial items; auditing leave balances for payroll purposes; preparing and transmitting fiscally related routine forms and correspondence; and preparing and maintaining records of sponsored program funds.

Scope of work is normally limited to intra- and inter-agency contact although purchase order transactions, for example, may require routine correspondence and discussion with clients and/or vendors.

Consequence of error is minimized by checks inherent in use of automated systems and review of work conducted by immediate supervisors.

Some knowledge of clerical practices, office procedures, and automated equipment. Some knowledge of business related mathematics. Demonstrated ability to perform computations with reasonable speed and accuracy. Demonstrated ability to communicate effectively with others in giving and obtaining information, in following prescribed operating instructions, and in preparing routine reports from fiscal data.

Possession of a high school, vocational or business school diploma indicating a basic clerical education necessary for performance of financially related work, or experience and training related to the position's duties; or an equivalent combination of training and experience.

See Payroll Addendum which follows beginning with next page.

This is the entry level and first class in the fiscal series for positions predominately dedicated to payroll functions. Positions in this class perform duties which support the payroll process by reviewing and verifying documents for proper authorizations; verifying time sheet information, verifying check numbers and entering information into logs and records; and answering employee questions regarding routine pay matters. Positions in this class perform simple mathematical computations relating to pay and pay records and prepare paychecks for distribution. The duties performed are repetitive in nature. This class is distinguished from payroll-dedicated positions in the Fiscal Technician class by the latter's responsibility for technical payroll processing functions and non-routine application of fiscal and payroll policies and procedures.

Complexity of Work: Positions in this class perform work of routine difficulty, following established procedures. Positions in this class typically review time sheets to verify time and attendance; verify supporting documents submitted to support time sheet entries; verify check numbers and prepare pay checks or pay information for distribution to departments or employees. Positions in this class compile information for reports and maintain payroll-related files and information. Positions may calculate amounts due and prepare checks for special payments; respond to routine employee inquiries concerning pay; verify employee withholding authorizations; initiate refunds and adjustments for erroneous deductions; prepare health benefits change forms; and may assist a Fiscal Technician or higher level position in calculating payroll or in preparing other pay related documents, such as leave without pay (LWOP) payroll adjustments.

Supervision Given: Supervision of others is not a factor.

Supervision Received: Receives immediate supervision from a Fiscal Technician Senior, Accountant, or higher level fiscal position. Some positions may receive guidance from a Fiscal Technician for duties which are part of the payroll preparation process.

Scope: Work affects the accuracy of documents and records and may affect the accuracy of mathematical computations.

Impact of Actions: Effective job performance ensures the timely and accurate processing of payrolls. Ineffective job performance may result in pay errors, which could further result in financial loss to the agency and the loss of employee goodwill.

Personal Contacts: Frequent internal contact with agency employees and department payroll representatives to verify payroll processing information.

Knowledge: Some knowledge of basic payroll processes, and procedures; basic computational arithmetic; office procedures and systems; and the recording of time worked.

Skills: Skill in keyboarding and the use of calculators.

Abilities: Demonstrated ability to accurately perform basic computational arithmetic; communicate effectively verbally; work with detailed information on a continuing basis; meet deadlines; and review information for accuracy.

QUALIFICATION GUIDE*

License or Certification: None.

Education or Training: Graduation from high school with supplementary education or training in bookkeeping.

Level and Type of Experience: Some experience involving bookkeeping and payroll processing duties.

An equivalent combination of training and experience indicating possession of the preceding knowledge, skills and abilities may substitute for this education and experience.

HISTORY

These guidelines were developed as a result of the Classification Review/Specification Update Program and represent some positions in the Fiscal Assistant and Office Services Specialist classes, effective June 1, 1994.