ACCOUNTING CLERK

In smaller establishments, bookkeeping clerks handle all aspects of financial transactions. Bookkeepers record debits and credits, compare current and past balance sheets, summarize details of separate ledgers, and prepare reports for supervisors and managers. They may also prepare bank deposits by compiling data from cashiers, verifying and balancing receipts, and sending the cash, checks, or other forms of payment to the bank.

In larger offices and accounting departments, accounting clerks are more specialized. Their title may reflect the type of accounting they do, such as accounts payable clerk or accounts receivable clerk. Entry-level accounting clerks post details of transactions, total accounts, and compute interest charges. They may also monitor loans and accounts payable and receivable to ensure that payments are up to date. More advanced clerks may total, balance and reconcile billing vouchers; ensure completeness and accuracy of data on accounts; and code documents according to company procedures. They post transactions in journals and on computer files, and update these files when needed. They also review computer printouts against manually maintained journals, and make necessary corrections. Senior workers review invoices and statements to make sure all information is accurate and complete, and may reconcile computer reports with operating reports.

Auditing clerks verify records of transactions posted by other workers. They check figures, postings and documents for correct entry, mathematical accuracy and proper codes. They also correct or note errors for accountants or other workers to adjust.

Computers are widely used in accounting and auditing. As organizations computerize their financial records, more bookkeeping, accounting, and auditing clerks are using specialized accounting software on personal computers. They increasingly post charges to accounts on computer spreadsheets and databases; manual posting to general ledgers is becoming a thing of the past. Information is entered into the computer from receipts or bills and then is stored either electronically or as computer printouts, or both. The increased use of computers has also allowed bookkeeping, accounting and auditing clerks to take on additional responsibilities, such as payroll, timekeeping and billing.

Most accounting clerk jobs are entry-level, with most employers requiring applicants to have at least a high school diploma or its equivalent. A higher level of education, specialized training or certification is usually favored over a high school diploma. Regardless of the type of work, most employers prefer workers who are computer-literate. Knowledge of accounting, word processing and spreadsheet software is especially valuable. Previous experience in accounting or auditing can help an applicant get a job. Many programs offer students an opportunity to gain experience through summer or part-time internship programs conducted by public accounting or business firms. Such training is advantageous in gaining permanent employment in the field.

Once hired, accounting clerks generally receive on-the-job training. Under the guidance of a supervisor or other senior worker, new employees learn company procedures. Some formal classroom training may also be necessary, such as training in specific computer software.

Accounting clerks usually advance by taking on more duties in the same occupation for higher pay. Others advance by transferring to closely related occupations. For example, some clerks use their experience to move into sales positions or advance to supervisory positions.

Salaries of accounting clerks vary considerably. The region of the country, size of city, and type and size of establishment all influence salary levels. The level of industry or technical expertise required and the complexity and uniqueness of a clerk's responsibilities may also affect earnings. Median earnings of full-time accounting clerks in 1996 was $20,700.

Bookkeeping, accounting, and auditing clerks held over 2.2 million jobs in 1996. About 25 percent were in wholesale and retail trade, and 34 percent were in organizations providing business, health, educational, and social services. Approximately 30 percent of bookkeeping, accounting and auditing clerks worked part time in 1996.

Employment of bookkeeping, accounting, and auditing clerks is expected to decline through 2006. A growing economy should result in more financial transactions and other activities and, therefore, more demand for accounting services. However, the continuing spread of office automation should result in increasing worker productivity. Organizations of all sizes are likely to continue the consolidation of various record-keeping functions, thus reducing the demand for these clerks.