Marshall County Job Description

Accounting Clerk

 

 

Department:         Probate                                                                                  Job Code:                164

Reports To:           Chief Probate Clerk                                                             DOT Reference:  216.482-010

Date:                      November 2007

FLSA:                    Non-Exempt

 

Summary

 

The Accounting Clerk in the Probate Department balances books compiles reports to show cash receipts and expenditures, accounts payable and receivable.  Sorts documents to be posted such as debit and credit items.  Performs bookkeeping functions for Probate Departments excluding Probate Court.

 

Essential Job Functions

 

A.  Receive money and information from Probate Clerks and make Deposits or otherwise process

 

  1. Make deposits to General and Sales Tax Accounts on a daily basis
  2. Process refunds daily and credits or deletions as needed

 

B.  Print financial reports and other financial materials as needed

 

  1. Print monthly cashbooks
  2. Print monthly reports (motor vehicle, ad valorem, boat, and recording taxes and fees)
  3. Print checks for reports
  4. Print check parameter file with manual amounts
  5. Print check parameter file by vendor name
  6. Print cashbook for disbursements

 

C.  Reconcile/balance various financial information sources

 

  1. Reconcile bank statements for the General and Sales Accounts
  2. Reconcile bank statements with cashbooks
  3. Reconcile total on monthly reports with cashbooks
  4. Balance disbursements with reports and cashbook

 

D.  Post various financial transactions manually or enter into the computer

 

  1. Post checks
  2. Post daily collections to cashbook, enter manual amounts
  3. Post over/short special-deposit report to General Ledger
  4. Enter returned checks into the computer
  5. Post re-deposits to the returned checks file

 

E.  Make corrections or update information on reports or files

 

  1. Correct errors on reports and reprint them
  2. Update remittance files for audit

 

F.  Perform various clerical and related tasks as needed

 

  1. Check daily boat reports and file receipts by class
  2. Fill out worksheets and required report forms
  3. Answer telephone and route calls or check records and answer questions
  4. Assist in other parts of the Department as needed

 

Knowledge, Skills and Abilities

 

1     Knowledge of basic mathematics sufficient to make calculations

2.    Knowledge of modern office practices, procedures and equipment

3.    Knowledge of basic filing systems and coding methods, including alphabetical, numeric indexing    

       methods, etc.

4.    Knowledge of principles of  accounting    

5.    Knowledge of general auditing procedures

6.    Knowledge of Delta software, Microsoft Excel and Microsoft Word

7.    Ability to communicate both verbally and in writing

8.    Ability to read and comprehend departmental rules, regulations, procedures and instructions

9.  Ability to understand verbal instructions and directions

10.  Ability to perform moderately complex mathematical calculations, with or without a calculator

11.  Ability to operate basic office equipment, including computers and optical scanning equipment

12.  Ability to establish and maintain effective working relationships with other employees and the

       public

13.  Ability to interact with the public and provide information in a polite and efficient manner both

       in person and on the telephone

 

 

Minimum Qualifications

 

High school diploma or G. E. D. certificate plus 2 years of clerical experience, which involved dealing with accounting records or an equivalent combination of education and experience.  Experience in a Probate or similar governmental organization preferred.

 

 

            This job description should not be interpreted as all inclusive.  It is intended to identify the major responsibilities and requirements of this job classification.  All incumbents may not perform all job duties listed, and some incumbents may perform some duties, which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.