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HomeMy WebLinkAbout1.225 1.226 PRE-AUDIT CLERK I,II 20210401PART I DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.225 Class Specifications for the Class: PPRE-AUDIT CLERK I & II SR-11, BU-03 SR-13, BU-03 Duties Summary: Pre-audits and processes a variety of voucher or payroll claims against the County; reviews and controls data processing for accuracy, completeness and propriety; maintains appropriate control records and files; compiles and tabulates statistical data; and performs other related duties as required. Distinguishing Characteristics: Classes in this series are distinguished by the responsibility for performing functions which are concerned with the preparation, examination and processing of voucher claims and the examination and verification of data processing input and output payroll data. Positions are generally located in the County's central agency and are involved in pre- auditing all vouchers and payroll claims submitted for payment by all County agencies and departments. Level I: This level is distinguished by its responsibility for pre-auditing the more routine claims independently, and for assisting in the pre-audit of the more difficult claims under supervision. Level II: This level is distinguished by its responsibility for pre-auditing the full range and variety of claims independently, and for maintaining appropriate control records and files. Examples of Duties: (The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position). General: x Reviews direct claims and purchase order claims against the County for personal services, contractual services, fixed charges, materials and supplies, equipment and capital outlays, land acquisitions, construction contracts, mileage and travel allowance reimbursements, damage claims, Worker's Compensation awards and payments, pension payments, etc.; 1.226 PART I PRE-AUDIT CLERK I & II 2 1.225 1.226 x Checks claims vouchers and supporting documents such as invoices, delivery tags, purchase orders, change orders, resolutions, committee reports, memoranda, correspondence, etc.; x Checks accuracy and/or propriety of extensions, totals, fund and account numbers, object symbols, and vendor or payee information; x Checks for liens, garnishments and other attachments, and for liquidated damages and makes necessary adjustments on claims vouchers; x Assigns summary damages and makes necessary adjustments on claims vouchers; assigns summary of claims number and logs same by funds; x Verifies coding of operating funds; x Routes processed materials to other sections as appropriate; x Posts data to and maintains various records and registers relating to pension payments, Worker's Compensation awards, construction contracts, etc. Used for pre- auditing purposes; x Files claims vouchers, documents, correspondence and other materials pertinent to claims activities; x Operates a personal computer, typewriter, adding machine, calculator and other common office equipment; and x Performs other related duties as required. Payroll: x Pre-audits payroll source documents and pay changes to insure that pay warrants may legally by issued; audits employee and premium pay time from time cards and sheets; verifies and tallies overtime, time lost, leave without pay, temporary assignment, hazard pay differential, split-shift, stand-by, reallocations, promotions, and other pay adjustments; x Posts data to payroll and deduction master exception cards showing information such as employee's name, retirement system status, rate and tax code; x Explains payroll procedures and payroll figures to departmental personnel as necessary; x Maintains sick and vacation leave records and prepares reports; x Post-audits the payroll register to assure that the computer has properly processed exceptions; PART I PRE-AUDIT CLERK I & II 3 1.225 1.226 x Verifies employee's employment and earnings; x Operates a personal computer, typewriter, adding and calculating machines in connection with payroll preparation; x May compute breakdown of labor costs by funds chargeable from labor time sheets; and x Performs other related duties as required. Knowledge of: County of Kauai purchasing and payroll procedures and forms, as applicable; claims pre-auditing procedures; laws, ordinances and rules governing purchasing and contracting, or payroll matters, as applicable; recordkeeping and filing methods and systems; the use of standard office machines, including personal computers and software applications. Ability to: Pre-audit claims; make arithmetical computations; compare names and numbers; interpret laws, rules and ordinances relating to claims; keep records and prepare simple reports; work harmoniously with others; operate a personal computer and peripherals, adding and calculating machines and typewriter. This is an amendment to the specification for the class, PPRE-AUDIT CLERK I & II which was approved on April 2, 1982 and amended on January 4, 2007, and is to be substituted for that specification. Approved: April 1, 2021 (date) ANNETTE L. ANDERSON Director of Human Resources Digitally signed by Jill Niitani Date: 2021.04.01 22:41:45 -10'00' PART II DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.225 1.226 Minimum Qualification Specifications for the Class: PPRE-AUDIT CLERK I & II SR-11, BU-03 SR-13, BU-03 Training & Experience: A combination of education and experience substantially equivalent to graduation from high school; and for Level I: one (1) year of clerical experience and one (1) year of purchasing, payroll, account recordkeeping, the preparation and processing of vouchers and statements, or similar activities. Level II: one (1) year of clerical experience, and two (2) years of purchasing, payroll, account recordkeeping, the preparation and processing of vouchers and statements, or similar activities. Qualifying Clerical Experience: Work experience which involved the performance of a variety of clerical tasks and demonstrated knowledge of office practices and procedures, and the ability to carry out procedures in clerical work systems, and operate various kinds of office equipment including computers, Microsoft Office and other technologies. Non-Qualifying Specialized 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 recordkeeping knowledge, is not considered qualifying account recordkeeping experience. Substitutions Allowed: The following may be substituted for education: A. Four (4) years of full time general work experience may be substituted for a high school diploma. B. An Associate’s, Bachelor’s or Master’s degree from an accredited community college, college or university, trades school, etc., may be substituted for a high school diploma or equivalent. PART II PRE-AUDIT CLERK I & II 2 1.225 1.226 The following may be substituted for experience: A. Successful completion of fifteen (15) semester credits of coursework with curriculum in clerical/office support/business technology and leading towards a degree, diploma or certificate from an accredited community college, business or technical school, including courses in English, clerical/office procedures, and mathematics, may be substituted for six (6) months of clerical experience. B. An Associate’s degree in Secretarial Science or Office, Administration and Technology (OAT) from an accredited business school or community college may be substituted for one (1) year of clerical work experience; this does not substitute for purchasing, payroll, account recordkeeping, the preparation and processing of vouchers and statements, or similar activities. C. An Associate’s degree in Accounting or Business Administration from an accredited business school or community college may be substituted for one (1) year of purchasing, payroll, account recordkeeping, the preparation and processing of vouchers and statements, or similar activities; this does not substitute for clerical work experience. D. A Bachelor’s degree in any field from an accredited college or university may be substituted for one (1) year of clerical experience; this does not substitute for the experience in purchasing, payroll, account recordkeeping, the preparation and processing of vouchers and statements, or similar activities. E. A Bachelor’s or Master's degree in Accounting or Business Administration with twelve (12) semester credits or eighteen (18) quarter credits in accounting and auditing courses from an accredited college or university will be deemed to have met the both the one (1) year of clerical and up to two (2) years of purchasing, payroll, account recordkeeping, the preparation and processing of vouchers and statements, or similar activities. If a degree is used to substitute for the education requirement, it may not be used again towards the experience requirement. If work experience is used to substitute for education, it may not be used again to meet the experience requirement. Substitutions will be used to the advantage of the applicant. Quality of Experience: Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered. PART II PRE-AUDIT CLERK I & II 3 1.225 1.226 License Requirement: Possession of the appropriate licenses or certificates as required of the position. Selective Certification: Specialized knowledge, skills and abilities may be required to perform the duties of some positions. For such positions, Selective Certification Requirements may be established and certification may be restricted to eligibles who possess the pertinent experience and/or training required to perform the duties of the position. Agencies requesting Selective Certification must show the connection between the kind of training and/or experience on which they wish to base selective certification and the duties of the position to be filled. Tests: Applicants may be required to qualify on an appropriate examination. Health and Physical Condition Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations. Physical Effort Grouping: Light This is an amendment to the specification for the class, PPRE-AUDIT CLERK I & II which was approved on April 2, 1982 and amended on January 4, 2007, and is to be substituted for that specification. Approved: April 1, 2021 (date) ANNETTE L. ANDERSON Director of Human Resources Digitally signed by Jill Niitani Date: 2021.04.01 22:44:40 -10'00'