Data Entry

Posting number: MSS06124

Department: San Benito County Health and Human Services Agency

Job classification: Account Clerk II

Posting type: Open

Categories: Clerical & Data Entry, Accounting and Finance, Social Services, Community and Social Services

Summary

Performs a variety of general or specialized clerical accounting activities related to the preparation and maintenance of financial and statistical records in a manual or automated environment; obtains and compares information related to department records, programs, and services; and performs related work as required.

Working under general supervision, Account Clerk II is the journey level in the Account Clerk series. Employees at this level are expected to have background and experience in the area of financial, statistical, or case recordkeeping and reporting, and to be qualified to perform the full scope of duties; using independent judgment in selecting and applying specific references, procedures, sequences, and alternatives to different work situations. Incumbents at this level refer only non-procedural questions to the lead worker or supervisor. Positions in this class are flexibly staffed and are normally filled by advancement from the lower level of Account Clerk I, or if filled from the outside, require prior related experience.

The Account Clerk II differs from the Account Clerk III in that the latter is the advanced journey level and may be assigned lead worker duties. The Account Clerk I/II differs from the Office Assistant I/II in that the primary duties of the Account Clerk involve the application of mathematical skill and ability in the use of financial, numerical, and statistical data and information. The Office Assistant class performs a wide variety of general office support duties in which the use of mathematical ability is incidental to the primary function and most frequently performed duties.

Examples of duties

Duties may include, but are not limited to, the following:

• Maintains financial and statistical records; makes arithmetical tabulations; posts financial data by hand or computer to registers, subsidiary ledgers, expenditure and case records; checks data in various documents for accuracy.* Prepares or assists in preparing statistical and fiscal reports.* Assists with compilation of budget information including work and time records; gathers and summarizes information from source documents or computerized reports and arranges in an understandable, presentable, or prescribed format.* Codes, verifies, and files various financial documents.* Handles money transactions such as collecting and disbursing monies and other negotiable items, including preparing bills, and calculating refunds.* Checks, balances, and reconciles cash statements and computerized reports.* Processes or assists with the processing of documents such as invoices, purchase orders, warrants, and other records.* Writes letters, memos, or documents to correspond with public and private organizations/agencies to obtain or verify information.* Answers telephone calls to provide, elicit, or verify information or data.* May operate automated systems to produce letters, reports, summaries, notices, checks, data, spreadsheets, and standardized forms that are required for the maintenance of fiscal and statistical reports.* Performs other clerical duties such as typing, filing, counter service, copying, etc. on an as needed basis.* Performs related duties as assigned.

EMPLOYMENT STANDARDS
Note: The level and scope of the knowledge and skills listed below are related to job duties as distinguished between the two levels in the Definition section.
Knowledge of:

• Modern office practices, methods, and procedures.* Grammar, vocabulary, spelling, punctuation, and composition.* Basic mathematics such as addition, subtraction, multiplication, division, decimals, fractions, and percentages.* Procedures for compiling basic statistics.* Methods, practices, and procedures of financial and statistical record keeping.* Basic financial auditing principles and procedures.* Common word processing, spreadsheet, and database software packages.

Ability to:

• Make arithmetic computations with speed and accuracy. Calculate solutions to math problems including addition, subtraction, division, multiplication, percentages, decimals, and fractions.* Compare, transcribe, track, and reconcile information between documents, accounts, and ledgers.* Enter data quickly and accurately into automated system.* Compare and transcribe numbers and words accurately.* Locate, identify, and correct inaccurate or incomplete information.* Read English at a level necessary to understand procedure manuals, policy guidelines, software manuals, technical documents, and reports.* Communicate verbally with individuals from diverse socio-economic and cultural backgrounds.* Compose reports and correspondence (e.g., letters, memorandums) using appropriate grammar and spelling.* Compile multiple pieces of information clearly and concisely into an organized and understandable written report/document.* Perform a variety of financial, statistical, and case recordkeeping assignments.* Maintain accurate reports and records.

Qualifications

One (1) year of full-time clerical accounting experience performing fiscal or statistical work in an office environment.

OR

Equivalent to thirty (30) semester units or forty-five (45) quarter units that included coursework in basic financial and statistical recordkeeping practices and procedures; mathematics such as addition, subtraction, multiplication, division, decimals, fractions, and percentages; or computer applications and spreadsheet software.

Qualifying experience or education may be combined in order to meet the above requirements. When combining education and experience; fifteen (15) semester units or twenty-two and one-half (22.5) quarter units equals six months of experience.

Supplemental information

ADDITIONAL INFORMATION

• A valid driver's license may be required at the time of appointment and employees may also be required to drive their own car, provide proof of car insurance, and a DMV clearance. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis.
• The San Benito County Health and Human Services Agency requires pre-employment fingerprinting as a part of the background investigation for all positions.
• Government agencies accessing US government information, which include federal tax information must ensure that background investigation requirements for all agency employees and contractors that have access to federal tax information are consistent to the IRS background investigation requirements for access to federal tax information. Background checks are required and must be repeated every 5 years. Background requirements consist of three components which include fingerprinting, citizenship verification and local law enforcement checks.

EXAMINATION

TRAINING & EXPERIENCE EXAMINATION – WEIGHTED 100%

The Training & Experience Examination is designed to elicit a range of specific information regarding each candidate’s knowledge, skill, abilities, and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on pre-determined rating criteria. All applicants must complete the entire examination to receive a score. In order to obtain a position on the eligible list, candidates must receive a minimum rating of 70% on the examination.

Examination administration and processing time is approximately two weeks after the closing date of the job bulletin.

ELIGIBLE LIST INFORMATION

A departmental open eligible list will be established for the county of San Benito. The list will be utilized for 12 months after it is established unless the needs of the service and conditions of the list warrant a change in this period.

RETEST PERIOD

Once you have taken the examination, you may not retest for SIX (6) MONTHS from the established eligibility date.

SPECIAL TESTING ARRANGEMENTS

Special testing arrangements may be made to accommodate applicants for disability, military, or religious reasons. If you require such arrangements, please contact CalHR at mssprogram@calhr.ca.gov or 916-909-3701 upon notification that your application has been approved. Documentation from medical, military, school or church officials outlining the accommodation request must be received by our office a minimum of five business days prior to a scheduled examination.

APPLICATION DOCUMENTS

If you are using education to meet the minimum qualifications, you must attach your transcripts to your application. Applicants with foreign transcripts must provide a transcript evaluation that indicates the number of units to which the foreign course work is equivalent. Transcripts and evaluations may be unofficial; official transcripts may be required upon appointment. Please redact birthdates and social security numbers.

GENERAL INFORMATION

MSS reserves the right to revise the examination plan to better meet the needs of the recruitment if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service laws and rules, and all competitors will be notified.

If you meet the requirements stated on this bulletin, you may take this examination. Your performance in this examination will be rated against predetermined rating criteria. All competitors who pass will be added to the eligible list. Meeting the entry requirements does not assure success in the examination or placement on the eligible list.

General Qualifications:

Applicants must possess essential personal qualifications including integrity, initiative, dependability, good judgement, the ability to work cooperatively with others, and a state of health consistent with the ability to perform the assigned duties of the class. A medical examination may be required. As part of the hiring process, a background investigation may be required.

EQUAL EMPLOYMENT OPPORTUNITY

The Merit System Services program is committed to equal employment opportunity for all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

ABOUT SAN BENITO COUNTY

San Benito County is in the Coast Range Mountains in California, only 45 minutes from the Pacific Ocean, bordering Santa Clara County and adjacent to the San Francisco Bay Area. The County enjoys a high comfort rating, with an average of 262 sunny days per year and mild temperatures year-round. Another aspect of the comfort level is the low crime rate, which falls anywhere from below to significantly below the national average in all measured categories. One of the historic California missions, San Juan Bautista is in San Benito County, as well as numerous quaint towns and communities. Within the County, there are 12 school districts, and several private, religious and charter schools, all providing students with a quality education. Residents and visitors also enjoy a myriad of outdoor activities here, at Pinnacle National Park, championship golf courses, skydiving, cycling, geological walks and is reputed to sport the best views in California.