Account Clerk IV, V - School Food Services Branch

Hawaii State Department of Education; Honolulu (HI); On-site; USD 28,000 - 47,000; Full time

Job summary

Hawaii State Department of Education invites applications for an Account Clerk V in Honolulu. The position performs advanced accounting tasks, maintains financial records, prepares balance sheets and statements, and supports departmental budgeting and reporting requirements.

Required experience includes general and specialized accounting work with postings, reconciliations and reporting. Substitutions for education or experience are described in the job posting.

Qualifications

• General Experience: work experience demonstrating arithmetic and spelling, following directions, writing simply, and observing differences in words/numbers.
• Specialized Experience: posting to accounting records, reconciling accounts, preparing financial statements; includes double-entry bookkeeping knowledge for some positions.
• Substitution of Education for Experience: various substitutions including high school coursework and accounting curricula.

Responsibilities

• Assigns classifying of accounting transactions.
• Reviews posting documents, totals entries, maintains accounts; reconciles balances; supervises subordinates.
• Receipts and deposits cash; closes accounts; prepares balance sheets and financial statements.
• Researches current accounts to provide specified information; develops comparative data and ratios.
• Identifies changes in balances; conducts account examinations and prepares adjustments.

Job description

The authorized level of the position is Account Clerk V. Applications are being accepted down to the Account Clerk IV in the event of recruiting difficulties.

SLARY RANGE:

• Account Clerk IV, SR-13: $3,900.00 per month
• Account Clerk V, SR-15: $4,221.00 per month

1. Assigns the classifying of accounting transactions;
2. Supervises and performs the review of posting documents, totaling of entries, and other functions in the maintenance of accounts; supervises the comparing of account balances, determining corrective actions and other functions in reconciling accounts;
3. Receives, receipts and deposits cash collections of various kinds, and maintains or supervises the maintenance of appropriate records; closes accounts and prepares balance sheets and financial statements;
4. Conducts research into current accounts, previous reports, source document, etc., to develop specified but readily available information from current account balances; develops comparative data, ratios, etc., to reflect relationships between specified accounts, different time periods, costs of different operations or other specified information;
5. Identifies significant changes in account balances and reviews transactions to identify the actions which caused the changes; conducts accounts examinations including preparing worksheets or reports reflecting the examination made, discrepancies noted, and the corrective entries required to adjust accounts;
6. Prepares summaries of activities, reports or other data; makes estimates of operating procedures, needs or requirements, such as operating budgets, materials or space needed, or numbers of items for clerical and administrative operations;
7. May supervise purchase order functions and the processing of invoices including the preparation of vouchers for approval to authorize disbursements;
8. Drafts operational guides, forms and other materials requiring specific knowledge of methods, procedures, policies or other information;
9. May supervise and participate in the maintenance of inventory and inventory control records;
10. May supervise one or more account clerical and other subordinates

Experience Requirement:

Except for the substitutions provided in this specification, applicants must have had work experience of the kind and quality described below and in the amounts shown in the following table:

Class Title | General Experience | Specialized Experience | Total (years)

• Account Clerk IV: General Experience 1/2; Specialized Experience 3*; Total (years) 3-1/2
• Account Clerk V: General Experience 1/2; Specialized Experience 4*; Total (years) 4-1/2

*Some Account Clerk III, IV and V positions require that applicants possess supervisory aptitude. Supervisory aptitude is the demonstration of aptitude or potential for the performance of supervisory duties through successful completion of regular or special assignments which involve some supervisory responsibilities or aspects; by serving as a group or team leader, or in similar work in which opportunities for demonstrating supervisory capabilities exist; by completion of training courses in supervision accompanied by application of supervisory skills in work assignments or by favorable appraisals by a supervisor indicating the possession of supervisory potential.

General Experience:

Work experience which demonstrated knowledge of arithmetic and spelling and possession of the abilities to follow oral and written directions, to write simply and directly and to observe differences in words and numbers quickly and accurately.

Specialized Experience:

Work involved in posting to accounting records and other systematizing of fiscal information; i.e., computing, classifying and recording numerical data to keep sets of financial accounting records complete and to derive reports therefrom. Such experience must have demonstrated knowledge of standard accounting classification and terminology pertinent to accounts maintenance operations and office practices and procedures relating to the processing and recording of transactions and accounting information. For levels III, IV and V, this work must have involved reconciling accounts (i.e. checking for errors, balancing, and going back to original source document for verification); and the preparation of standard financial statements.

Some Account Clerk IV and V positions require that applicants possess knowledge of the principles and practices of double-entry bookkeeping. For these positions, the department may request selective certification.

Non-Qualifying Experience:

Experience as an inventory clerk, stock clerk, supply clerk or other related work which is primarily concerned with posting non-fiscal data or checking accuracy of computations and which does not involve or require any fiscal record keeping knowledge is not considered qualifying specialized experience.

Substitution of Education for Experience:

1. Graduation from high school with courses in basic English and arithmetic may be substituted for six (6) months of general experience.
2. Successful completion of a substantially full-time equivalent accounting curriculum leading to a degree or diploma at an accredited business school, community college or other comparable institution which included accounting courses in double-entry procedures in analyzing, recording and summarizing transactions; and the preparation and interpretation of financial statements, may be substituted for specialized experience on the basis of one (1) year of such training for one (1) school year of experience, up to a maximum of two (2) years.
3. Completion of one (1) school year of (more than one-year program) substantially full-time accounting curriculum which normally leads to a degree or diploma at an accredited business school, community college or other comparable institution which included accounting courses in double-entry procedures in analyzing, recording and summarizing transactions; and the preparation and interpretation of financial statements may be substituted for one (1) year of specialized experience.
4. Education in an accredited university in a baccalaureate program may be substituted for specialized experience in the following basis:

a) A baccalaureate degree in accounting will be deemed to have met the experience requirements for the Account Clerk V level.

b) Fifteen (15) semester hours of training may be substituted for six (6) months of experience, up to a maximum of three and one-half (3-1/2) years provided the training included at least three (3) credits per semester of accounting courses such as accounting theory and methods used to record and report financial information; analysis of methods for valuing the assets, liabilities, and ownership; etc.

Driver's License Requirement:

Applicants must have a current, valid driver's license.

Salary: The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.

Requirements:

Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated. Example: Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours/week will not be credited. Example: Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years.

Temporary Assignment: Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below:

1. A copy of the applicant’s TA History Report or equivalent system-generated report;
2. A signed letter from the applicant’s supervisor that includes the applicant’s name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or,
3. Copies of the applicant’s signed SF-10 Forms.

Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.

Information about Temporary Positions:

Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.