Senior Account Clerk

JOB
Sonoma County LibraryAnnounces an Employment OpportunitySENIOR ACCOUNT CLERK – FACILITIES DEPARTMENTROHNERT PARK HEADQUARTERS40 HOURS PER WEEK – FULL TIMETHE POSITION: Please see the attached class specifications for full details about this position.Under general supervision from the Facilities Manager, the Senior Account Clerk provides excellent internal and external customer service and performs complex clerical work in connection with keeping and reviewing financial and statistical records. Provides administrative and accounting support for the department and performs related duties as required.TYPICAL TASKS include, but are not limited to: Performs a variety of accounting support duties related to accounts receivable, accounts payable, benefits support, and payroll administration, including posting, balancing, adjusting, and maintaining manual and computerized account and financial records according to established policies and procedures.Performs financial and/or budgetary document processing within specified procedural guidelines.Maintains a variety of ledgers, registers, and journals according to established accounting policies and procedures; reconciles transactions and data as directed; records changes and resolves differences; maintains the accuracy of accounting and financial records. Calculates, codes, enters data into computer to process and prepare vendor claims for payment, including all book claims; maintains claim log and vendor files for all accounts.Troubleshoots vendor inquiries and provides proof of payment via the Sonoma County Auditor’s office.Processes accounts payable; assigns purchase numbers; reviews invoices and receiving reports for accuracy and appropriate authorization; ensures that funds are budgeted and available and prepares documentation required for payment.Enters a variety of information into one or multiple automated financial, accounting, and statistical reporting systems; produces and distributes a variety of periodic and specialized reports, following established formats.Reviews a variety of financial, accounting, and statistical documents for completeness and accuracy; makes corrections within established guidelines or returns the document to the originator for correction; proofreads documents; researches issues regarding specific transactions; updates related files; and updates departments on action items.MINIMUM QUALIFICATIONS: Education and Experience: Equivalent to completion of the twelfth (12th) grade, supplemented by completion of at least six (6) semester units of college-level coursework in accounting or finance-related subjects, and two (2) years of experience in processing financial documents, benefits processing, payroll administration, maintaining financial or accounting records, and performing general accounting office work. Additional qualifying experience may substitute for the required education (six (6) months of experience equals six (6) semester units of college coursework).SALARY RANGE: Full-Time- $29.90 to $37.34/hour (plus benefits)CLOSING DATE: 11:59 pm, Tuesday, May 19, 2026This job posting contains revised class specifications, pending final approval and adoption at the 5/6/26 Library Commission Meeting. *Updated 5/7/2027: these class specifications were approved at the 5/6/26 Library Commission Meeting. EST: OCTOBER 2015REV: MAY 2026FLSA: NON-EXEMPTSENIOR ACCOUNT CLERKRepresentedDEFINITIONUnder general supervision, provides excellent customer service, performs complex clerical work in connection with keeping and reviewing financial and statistical records; provides support to the benefits processing and payroll administration functions; and performs related duties as required.SUPERVISION RECEIVED AND EXERCISEDReceives general supervision from assigned supervisory or management staff. May provide training and technical and functional direction to support staff.CLASS CHARACTERISTICSThis is the journey-level class in the Account Clerk series that performs the full range of account maintenance and administrative duties to support financial accounting and human resources. This class applies library financial procedures to resolve a variety of issues. Assignments include the performance of a wide variety of record-keeping, reconciliation, and account support activities. Incumbents at this level work independently, exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. The Senior Account Clerk is distinguished from the Accounting Coordinator in that the latter independently coordinates and is responsible for one or more fiscal areas such as accounts payable and receivable and/or payroll administration.EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)Performs a variety of accounting support duties related to accounts receivable, accounts payable, benefits support, and payroll administration, including posting, balancing, adjusting, and maintaining manual and computerized account and financial records according to established policies and procedures.Performs financial and/or budgetary document processing within specified procedural guidelines.Receives and processes monies from library branches and other sources (e.g., rents) and prepares receipts and bank deposits; prepares and makes money transfers.Maintains a variety of ledgers, registers, and journals according to established accounting policies and procedures; reconciles transactions and data as directed; records changes and resolves differences; maintains the accuracy of accounting and financial records. Calculates, codes, enters data into computer to process and prepare vendor claims for payment, including all book claims; maintains claim log and vendor files for all accounts.Troubleshoots vendor inquiries and provides proof of payment via the Sonoma County Auditor’s office.Processes accounts payable; assigns purchase numbers; reviews invoices and receiving reports for accuracy and appropriate authorization; ensures that funds are budgeted and available and prepares documentation required for payment.Oversees and audits extra help/substitute payroll for accuracy and completeness; acts as liaison with substitutes and branch managers regarding payroll issues; maintains automated time keeping and payroll databases.Conducts payroll and benefits activities; reviews time records and other payroll records for completeness and accuracy; resolves problems; enters data into the payroll system; assists in the preparation and reconciliation of a variety of payroll reports; distributes pay and benefit checks.Enters a variety of information into one or multiple automated financial, accounting, and statistical reporting systems; produces and distributes a variety of periodic and specialized reports, following established formats.Reviews a variety of financial, accounting, and statistical documents for completeness and accuracy; makes corrections within established guidelines or returns the document to the originator for correction; proofreads documents; researches issues regarding specific transactions; updates related files; and updates departments on action items.Assists staff and employees by providing answers and information regarding specific account information, discrepancies, general accounting procedures, and/or department-specific issues and problems.May provide general clerical assistance as needed and perform general office support duties such as opening and routing mail and deliveries; preparing correspondence; filing and record keeping; duplicating and distributing various written materials; and ordering and keeping inventory of office supplies.Uses a variety of standard office equipment, including a computer and various financial spreadsheet and word processing software, as well as specialized accounting software.Performs other duties as assigned.COMPETENCIESKnowledge of: Terminology and practices of financial and account document processing and record-keeping, including accounts receivable, accounts payable, benefits processing, and payroll administration.Business arithmetic and financial and statistical techniques.Record-keeping principles and procedures.Basic budgetary practices.Modern office practices, methods, and computer equipment and computer applications related to work, including word processing and spreadsheet software.English usage, grammar, spelling, vocabulary, and punctuation. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and library staff.Ability to: Perform detailed accounting, financial, payroll, billing, statistical, benefit, and/or budgetary support work.Process a variety of standard financial, accounting, payroll, and statistical documents.Review and reconcile financial, accounting, payroll, and benefit documents and records.Prepare accurate and timely billings and reports.Interpret, apply, and explain policies and procedures.Compose correspondence and reports independently or from brief instructions.Make accurate arithmetic, financial, and statistical computations.Establish and maintain a variety of filing, record-keeping, and tracking systems.Understand and follow oral and written instructions. Organize own work, set priorities, and meet critical time deadlines.Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.Operate modern office equipment including computer equipment and specialized software applications programs.Use English effectively to communicate in person, over the telephone, and in writing.Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.Establish and maintain working relationships with those contacted in the course of work.QUALIFICATIONSAny combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Education and Experience: Equivalent to completion of the twelfth (12th) grade, supplemented by completion of at least six (6) semester units of college-level coursework in accounting or finance-related subjects, and two (2) years of experience in processing financial documents, benefits processing, payroll administration, maintaining financial or accounting records, and performing general accounting office work. Additional qualifying experience may substitute for the required education (six (6) months of experience equals six (6) semester units of college coursework).Licenses and Certifications: None.PHYSICAL DEMANDSMust possess mobility to work in a standard office and library setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; hearing and speech to communicate in person, and over the telephone. This classification primarily works indoors and requires movement between work areas. Finger dexterity is needed to access, enter, and retrieve materials and data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Positions in this classification occasionally lift and carry reports, records, and materials that typically weigh less than twenty-five (25) pounds.ENVIRONMENTAL ELEMENTSEmployees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. Employees may come into contact with abrasive or disruptive people.WORKING CONDITIONSNo unique or unusual working conditions apply to this position.