Account Clerk II

The County of Santa Clara; California (MO); On-site; USD 52,000 - 74,000; Full time

Job summary

The County of Santa Clara is seeking an accounting Clerk with a focus on clerical accounting duties, including journal entries, accounts payable and receivable, and payroll related tasks. The role requires careful data handling and adherence to relevant regulations.

The candidate will balance ledgers, verify transactions, and maintain accurate financial records using standard accounting software and databases. Strong attention to detail and reliable time management are essential.

Qualifications

• High school diploma or equivalent and two years of accounting clerical experience, or one year at Account Clerk I level.
• Experience with general bookkeeping terminology and procedures.
• Ability to use accounting software and standard office equipment.

Responsibilities

• Balance cash book figures and corrects imbalance errors.
• Perform accounts payable and accounts receivable functions and research discrepancies.
• Prepare and maintain financial data, summaries, and reports.
• Assist in payroll processing and timekeeping per labor agreements and laws.
• Gather and summarize data from multiple sources and maintain databases.

Skills

Attention to detail

Analytical thinking

Time management

Written and verbal communication

Education

High school diploma

Tools

Accounting software

Payroll systems

Job description

Under supervision, to compile, verify, and summarize moderately complex accounting and financial data from a wide variety of sources for an accounting operational unit.

NOTE: Candidates who meet the employment standards will be invited to take the Written Examination tentatively scheduled for the week of November 9, 2026. The exam date(s) may change based on the number of applicants and room availability.

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.

• Balances cash book figures;
• Corrects imbalance errors by initiating journal entries within strict guidelines;
• Assists in finding reasons for imbalances;
• May perform timekeeping functions, including collecting and tracking hours worked, implementing labor agreements and applicable laws and ordinances involving payments, deductions, differentials, overtime, reimbursements, etc., assigning costs to appropriate cost centers, researching imbalances and errors in posting and initiating corrective action, and reviewing and releasing payroll to the Controller-Treasurer Department;
• Performs accounts payable functions; conducts research, such as checking invoices against services rendered and contractual agreements, completing appropriate forms and documentation, and ensuring sales tax is properly charged or accrued;
• Performs accounts receivable functions; researches files for payment responsibility from other County departments, bills appropriately, adjusts invoices, and applies payments; collects revenue received, accepts and records payments from clients, departments, and agencies; reviews and researches accounts where overpayments or underpayments have been received, initiates appropriate corrective action, and maintains records;
• Manages accounts assigned to a department or division, including monies received for services provided to clients;
• May offer orientation and answer procedural questions for new employees and coworkers;
• Creates and maintains databases necessary to track accounting functions; collects and summarizes activity data from several sources;
• Checks journal entry detail, deposit information, and other hard-copy materials against computer printout for accuracy; researches and balances discrepancies;
• May gather statistical information on units of service provided or persons served by a department;
• Verifies payments for compliance with Federal and State laws, grant requirements, and County ordinances;
• Furnishes public, departments, and agencies with information by searching for and explaining applicable laws, regulations, policies, and procedures covering specialized fiscal processes or rules, including explaining fiscal services provided by the County, and explaining Federal and State regulations as they apply to specialized fiscal functions;
• Disburses payments to appropriate accounts and prepares summary reports for revenue distribution;
• Operates financial management and/or accounting software and other computer systems or applications;
• Orient new system users;
• May be assigned as a Disaster Service Worker (DSW), as required*;
• Performs other related duties, as required.

Sufficient education, training, and experience to demonstrate the ability to perform the above tasks, plus the possession and direct application of the following knowledge and abilities:

Training and Experience Note: The required knowledge and abilities are attained through training and experience equivalent to the possession of a high school diploma,

and

Two (2) years of work experience performing accounting clerical duties

OR

One (1) year of work experience equivalent to an Account Clerk I in the County of Santa Clara.

Twelve (12) semester units (fifteen (15) quarter units) in accounting and/or auditing may substitute for one year of the experience performing accounting clerical duties. Units may not substitute for the experience equivalent to Account Clerk I in the County of Santa Clara.

Special Requirements

• *As a condition of employment, pursuant to California Government Code Sections 3100-3109 and Local Ordinance, all County of Santa Clara employees are designated Disaster Service Workers. A DSW is required to complete all assigned Disaster Service Worker-related training, and in the event of an emergency, return to work as ordered.

Knowledge of:

• Clerical accounting principles, terminology, and methods, including general bookkeeping procedures;
• Office practices and procedures, including accounting systems;
• Customer service principles, including effective communication and the handling of irate and distressed people;
• Common computer systems and applications;
• Business mathematics to perform calculations and create statistical reports.

Ability to:

• Prepare and maintain moderately complex financial or statistical data and records;
• Prepare accurate accounting reports and summaries;
• Understand departmental controls, procedures, and various County contracts pertaining to clerical maintenance of varied sets of budget accounts;
• Reconcile accounts and reconstruct moderately complex accounting record trails to locate and correct errors or ascertain reasons for imbalance;
• Work independently, establish work priorities, and meet deadlines while utilizing sound judgement in performing duties;
• Perform computations rapidly and accurately;
• Identify and notify supervisor and manager of potential discrepancies or violations of generally accepted accounting and financial management practices and procedures;
• Operate standard office equipment, including 10-key, calculators, and computers, with speed and accuracy;
• Establish and maintain effective working relationships with those contacted in the course of work, at all levels, including colleagues, the public, and representatives of other agencies;
• Communicate effectively, both orally and in writing;
• Create and maintain databases.