County of Alameda

DESCRIPTION

This classification works under varying levels of supervision and direction, in the Auditor-Controller/Clerk-Recorder Agency, to regularly perform the most difficult and technical clerical work involving frequent use of independent judgment to plan, prioritize and complete work within established policies and procedures. Incumbents of this classification frequently take actions that may affect their own working unit, and/or succeeding operations. Incumbents in this classification frequently plan/organize their own work and manage their own time; work is checked largely for progress toward completing assigned tasks and are expected to do related work as assigned.

DISTINGUISHING FEATURES

This is the advanced journey level clerical classification in this flexibly staffed series. Incumbents may be assigned anywhere in the County and are capable of performing all clerical tasks within all units of the Auditor-Controller/Clerk-Recorder Agency under minimal supervision. Positions at this level require that incumbents have the ability to identify and correct errors in basic English usage or arithmetic. Incumbents regularly perform the most complex, technical, and specialized clerical duties requiring independent judgment, well-developed oral and written communication skills and thorough knowledge of departmental procedures, codes, rules, policies and computer applications. Incumbents of this classification are proficient in the use of techniques, tools and software appropriate to the area(s) of specialization and may provide lead duties or support to lower classifications.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Assists the public (including stressful contacts with irate persons) with a wide range of customer inquiries in a professional and courteous manner.

2. Researches various Agency applications (official records, fictitious business names, etc.) and other associated County departments (Assessor’s Index and Health Department’s vital records systems etc.)

3. Performs entire archival protocol using scanning, imaging and microfilm technology.

4. Reviews and approves Accounts Payable vouchers and verifies that vouchers are supported by a proper invoice, meets County policy and contract guidelines, is charged to correct chart fields, and meets Internal Revenue Service reporting requirements.

5. Reviews and approves all Community Based Organization (CBO) and non-CBO contracts in the County’s compliance/financial system and associates the procurement contract with the purchase order to initiate or increase encumbrances.

6. Review, interpret, revise and correct materials submitted by all staff in other County departments and agencies relating to departmental payroll input documents, claims documents, and postings to the County Financial System.

7. Reviews and approves vouchers and non-county employees expense claims from different business units. Verifies that vouchers are authorized and supported with the required documentation (e.g., direct claim, purchase order vouchers, trust fund payments, petty cash, revolving fund replenishments).

8. Explains complex policies, procedures, ordinances and laws in order to respond to more complex, technical, or difficult inquiries.

9. Posts to, verifies and reconciles accounts consisting of agency journals, general ledgers, receipts and claims registers; reconciles agency accounts with Auditor’s Office accounts; prepares periodic and special reports, including claims to Federal and State agencies and adjustments to benefits eligibility related to paid/unpaid status.

10. Issues, cancels and re-issues payroll and other warrants on the countywide financial system.

11. Verifies entries to the County compliance/financial system; checks postings of financial and personnel transactions done by accounting clerical personnel; prepares postings of changes and corrections to budget accounts; provides information to County departments and agencies concerning Auditor accounts and reconciliations with department records.

12. Processes wage garnishments, levies and direct deposit requests for County employees in accordance with regulations as prescribed by regulatory authorities.

13. Maintains the centralized payroll filing system.

14. Prepares forms for the County Education Stipend Account and or requests from Departments for management benefit reimbursements.

15. Distributes materials to departmental payroll clerks; receives, sorts, verifies and distributes pay warrants; periodically, distributes W-2 statements, ACERA statements and other documents to all County departments and agencies.

16. Identifies and locates fiscal information for agency financial studies; prepares information in special reports.
17. Records deposits of Federal and State funds to agency trust accounts; prepares periodic reports of trust account balances; audits collections and accounts receivable from various agencies; and prepares reports of such audits.

18. Develops procedures for the computer posting of tax payments for secured and unsecured assessment rolls; checks the accuracy of computer postings and apportionment of such payments to city, school, and special district accounts; prepares change memos and other entries for posting of receipts rejected for various reasons by the computer; reconciles periodic computer reports with records of payments received; posts to various Treasurer-Tax Collector trust funds.

19. Answers queries in person at a counter; by telephone, fax or e-mail.

20. Creates and maintains spreadsheets and other report formats using the computer and the County compliance/financial system.

21. Verifies, reviews, corrects or appropriately routes file information using computerized systems, manual files, or various reports.

22. May be assigned to work in any of the Auditor-Controller/Clerk-Recorder Agency office locations throughout the County.

MINIMUM QUALIFICATIONS

Either I
Experience:

The equivalent of six months of full-time experience in the class of Auditor Associate II (including demonstrated proficiency in three or more units of the Auditor Agency), or in an equivalent of higher-level class in the Alameda County classified service which must have included duties similar in complexity to those of Auditor Associate II. (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.)

Or II
Experience:

The equivalent of four years of full-time experience including at least two years of full-time experience performing duties complex and technical in nature applying legal statutes and rules requiring expertise and specialized knowledge, independent interpretation, problem solving, and research of complex legal documents and/or financial accounting records. (Education from an accredited college or university may be substituted for the required experience on a year for year basis. One year of education shall consist of either 30 semester or 45 quarter units.)

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

• Business arithmetic.
• The purposes, methods and practices of financial record keeping work.
• General governmental accounting, bookkeeping, and payroll principles, transactions and procedures.
• Techniques and practices for dealing with individuals from various socioeconomic and ethnic groups both on the telephone and in person and through correspondence (including stressful contact with irate and/or hostile individuals).
• Modern office methods and equipment, including commonly used computer spreadsheet, word processing and centralized financial and personnel/payroll programs (ALCOLINK/HRMS).

Ability to:

• Establish and maintain effective working relationships with the public including co-workers.
• Prioritize work and coordinate several activities to meet critical deadlines.
• Operate common modern office machines, including calculator, computer, printer, and fax.
• Locate and provide basic analysis of data found in large accounting and payroll systems, such as those maintained by the Auditor Agency.
• Prepare periodic and special accounting and payroll reports.
• Identify and correct errors in a variety of mathematical computations and financial/payroll documents.
• Work independently in the absence of specific instructions.
• Apply rules and regulations to specific cases.
• Communicate effectively orally and in writing.
• Research and correct documents for errors.
• Maintain accurate records.

CLASS SPEC HISTORY

SG:po 10/22/07
Newspecs: 1529
CSC Date: 12/19/2007
ABS:po revised 3/9/09
CSC Date: 7/1/2009
RY:cs Revised 3/26/13
CSC Date: 5/1/13
SJ:cs Revised 2/6/15
CSC Date: 3/4/15

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees) 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Catastrophic Sick Leave
• Group Auto/Home Insurance
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.