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Account Assistant II

OFFICIAL TITLE: Account Assistant II CODE: 4320 SQ/OQ: Senior Qualified
WORKING TITLE: Account Assistant II GRADE: 12 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under general supervision, performs responsible accounting clerical work in the processing of transactions and preparation of reports. The work of the class involves checking and verifying documents for the purpose of maintaining financial accounting records or processing financial or accounting transactions. Workers check data using calculators or computers to verify arithmetic accuracy, computers or other records to confirm authorizations and codes, and perform other steps to ensure that transactions and records meet all requirements. Workers resolve many discrepancies on their own initiative by calling other units and offices or vendors to clear up problems, using their knowledge of the nature of the transaction and processing procedures to correct errors. Other positions post and maintain transaction ledgers, keeping running account of encumbrances, expenditures, credits and balances. Workers maintain logs, files and procedure manuals. Assignments typically require use of computer terminals and calculators, with some positions requiring skilled use of typewriters.
KNOWLEDGE, SKILLS, AND ABILITIES: Working knowledge of bookkeeping methods and procedures; working knowledge of office methods and procedures; some knowledge of modern business administration practices and procedures; some knowledge of the operation of computer terminals to enter data. Ability to maintain business and financial operating records and prepare reports; ability to applybookkeeping knowledge to varied or specific assignments and to detect arithmetic errors. Skill in the operation of a calculator, computer keyboard and other modern business office equipment, with skill in operating a typewriter required for some positions. Good oral and written communication and humanrelations skills. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS). Completion of the MCPS Typing Test (where required) at the required score.
EDUCATION, TRAINING, AND EXPERIENCE: High School or GED diploma required. One year plus experience in progressively responsible office, processing financial transactions/ record keeping, and/or bookkeeping. Other combinations of applicable education, training, and experience which provide the knowledge, ability and skills necessary to perform effectively in the position may be considered..
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Positions typically operate computer terminals for sustained periods of time.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) None.


1. Reviews purchase orders for account and item changes, availability of funds and the daily control reflecting changes to all account allocations, expenditures, unencumbered balances and outstanding encumbrances.

2. Notifies procurement division of purchase orders not being processed due to lack of funds; checks accounts for proper coding of expenditures.

3. Maintains check controls and issues checks as instructed; verifies check amounts and vendor information.

4. Maintains a complete physical inventory system pertinent to the ordering, receiving, storing, issuing, and recording of maintenance materials; posts daily entries to appropriate stock and account records and prepares reports of purchase orders that have been processed.

5. Maintains cost records pertaining to maintenance projects.

6. Checks, totals, and records discounts taken or lost when invoices are processed for payment.

7. Collaborates with schools and central office departments to clear up problems and expedite payments. Receives and reviews financial correspondence received from vendors.

8. Prepares for supervisor rough draft replies with attachments and takes appropriate action to satisfy requests from business firms.

9. Receives and reconciles cash receipts from school cafeterias to individual bank statements; verifies entries, compiles figures, and prepares reports to the State Department of Education requesting reimbursement to MCPS for children's lunches and milk sold each month; posts to an individual school ledger income and expense entries for each cafeteria.

10. Reconciles postage and prepares income and expense statements.

11. Maintains participation database for food service; receives, processes and reports data. Receives, verifies and deposits cash receipts; verifies account numbers, prepares journal vouchers as required; takes deposits to bank; verifies benefit plan invoices; verifies and transfers benefit totals among banks.

12. Maintains signature plate log for check signing.

13. Secures safe and its contents.

14. Responds to inquiries concerning financial receipts.

15. Performs related work as required.

Class Established: 7/65
Date(s) Revised: 1/70, 7/82, 8/84, 11/89, 7/92, 4/08
Last Reviewed: 2011

This description may be changed at any time.

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