Extra-Help Account Clerk

Sonoma County Library

Announces an Employment Opportunity

E-H ACCOUNT CLERK - HEADQUARTERS

*EXTRA-HELP (E-H)

*Not to exceed 960 hours in one fiscal year

We are seeking a detail-oriented Extra-Help Account Clerk with strong customer service skills to join our team at Sonoma County Library Headquarters. The ideal candidate is organized, accurate, and dependable, with strong administrative and financial recordkeeping skills, attention to detail, and the ability to manage multiple priorities in a collaborative office environment.

To be considered for this opportunity, applicants must complete the Supplemental Questions. Candidates who successfully complete the interview process will be added to a pre-qualified list and may be considered for other vacancies that arise in the next twelve months.

ABOUT THE POSITION
Under direct supervision, this non-benefited Extra-Help Account Clerk position provides accounting and administrative support to the Library's Budget, Accounting, and Financial Services by performing a variety of routine to moderately complex accounting and clerical duties. Responsibilities include processing accounts payable transactions, reviewing invoices and supporting documentation, entering and maintaining financial records, reconciling transactions, responding to vendor inquiries, and assisting with financial reporting and other administrative functions.

Please see the below class specifications for full details about this position.

SALARY RANGE: $27.12/hour, no benefits

CLOSING DATE: 11:59pm, Wednesday, September 9, 2026 

EST: OCTOBER 2015

FLSA: NON-EXEMPT

ACCOUNT CLERK

Represented

DEFINITION

Under direct supervision, provides excellent customer service, performs routine to moderately difficult 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 EXERCISED

Receives direct supervision from assigned supervisory or management staff. 

CLASS CHARACTERISTICS

This is the entry to intermediate-level class in the Account Clerk series that performs a variety of routine account maintenance and administrative duties to support financial accounting and human resources. Initially under close supervision, incumbents perform work in accounts receivable, accounts payable, benefits processing support, and payroll administration assistance, in addition to performing a variety of record keeping, reconciliation, and account support activities. Assignments include processing invoices, reviewing purchase orders, and the identification and correction of discrepancies. Positions utilize databases and spreadsheet systems to track accounting data and balance accounts. As knowledge and experience are gained, the work becomes broader in scope, assignments are more varied and are performed under more general supervision. Limited judgment and decision making is a characteristic of this class. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. Incumbents in this classification are expected to resolve problems of limited scope and track pertinent information and activities. Work assignments are predetermined and subject to a moderate level of control and review. The Account Clerk is distinguished from Senior Account Clerk in that the latter is the journey-level class in the series responsible for the full range of account support and has greater responsibility to oversee portions of the library’s fiscal procedures.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

• Performs a variety of routine account 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.
• Assists with 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, and 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.
• Assists with the review of 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.
• May assist 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.

COMPETENCIES

Knowledge 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 basic 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, maintain, and foster positive and effective working relationships with those contacted in the course of work.

QUALIFICATIONS

Any 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 (12^th) grade and one (1) year of experience in processing financial documents, benefits processing, payroll administration, maintaining financial or accounting records, and performing general accounting office work. 

Licenses and Certifications:

None.

PHYSICAL DEMANDS

Must 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 ELEMENTS

Employees 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 CONDITIONS

No unique or unusual working conditions apply to this position.