Bookkeeping, accounting, and auditing clerks are an organization's financial record keepers. They compute, classify, record, and verify numerical data in order to develop and maintain financial records.
In smaller establishments, bookkeeping clerks handle all aspects of financial transactions. They 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.
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 data bases; 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.
Working Conditions
Bookkeeping, accounting, and auditing clerks typically work in an office environment. Most work alongside the organization's other clerical workers, but some work in centralized units away from the organization's front office. Clerks who review detailed data may have to sit for extended periods.
An increasing number of clerks use computers as part of their daily routine. Workers who spend a lot of time at computers may experience eye and muscle strain, backaches, headaches, and repetitive motion injuries.
Most of these workers work regular business hours. Accounting clerks may work longer hours to meet deadlines at the end of the fiscal year, during tax time, or when monthly and yearly accounting audits are performed. Bookkeeping and accounting clerks in hotels, restaurants, and stores may work overtime during peak holiday and vacation seasons.
Employment
Bookkeeping, accounting, and auditing clerks held nearly 2.2 million jobs in 1994. About one of every four was in wholesale and retail trade. About one-third of these jobs are in organizations pro viding business, health, educational, and social services. Approximately one in four bookkeeping, accounting, and auditing clerks works part-time.
Training, Other Qualifications, and Advancement
Most bookkeeping, accounting, and auditing clerk jobs are entry-level positions. Most employers require applicants to have at least a high school diploma or its equivalent. A higher level of education will usually be favored over a high school diploma, but it is not generally required. However, in some cases, more extensive education is mandatory. Regardless of the type of work being done, most employers prefer those who are computer literate. Knowledge of word processing and spreadsheet software is especially valuable, as is experience working in an office and good interpersonal skills.
High schools, business schools, and community colleges teach office skills. Business education programs typically include courses in typing (keyboarding), word processing, shorthand, business communications, records management, and office systems and procedures.
Some entrants are college graduates with degrees in business, finance, or the liberal arts. Although a degree is rarely required, many graduates take entry-level clerical positions to get into a company or into the finance and accounting field, with the hope of being promoted to professional or managerial jobs. Some accounting firms have a set plan of advancement that tracks college graduates from entry-level clerk jobs into management positions. These workers may start at higher salaries and advance more rapidly than those without a degree.
Once hired, bookkeeping, accounting, and auditing clerks generally receive on-the-job training. Under the guidance of a supervisor or senior worker, new employees learn company procedures. Some formal classroom training may be necessary, such as training in operating specific computer software.
Bookkeeping, accounting, and auditing clerks must be careful, orderly, and detail-oriented in order to avoid making errors and to be able to recognize errors made by others. These workers must also be honest, discreet, and trustworthy because they frequently come in contact with confidential material. Bookkeeping, accounting, and auditing clerks should have a strong aptitude for numbers.
Workers usually advance by taking on more duties in the same occupation with higher pay. Others advance to closely related occupations. With appropriate experience and education, some clerks may become accountants.
Job Outlook
Virtually all job openings for bookkeeping, accounting, and auditing clerks through the year 2005 will stem from replacement needs. Each year, several hundred thousand jobs will become available as these clerks transfer to other occupations or leave the labor force. Turnover is lower than among other record clerks, but the large size of the occupation ensures a large number of openings and plentiful job opportunities for job seekers. Many opportunities for temporary and part-time work should be available.
Employment of bookkeeping, accounting, and auditing clerks is expected to decline. A growing economy should result in more financial transactions and other activities and, therefore, more demand for accounting services. However automation of office functions is expected to continue, with re suiting productivity increases. Virtually all new jobs will be created in small, rapidly growing organizations. Large organizations are likely to continue the consolidation of departments to eliminate duplicate functions and reduce the demand for these clerks
Earnings
Salaries of bookkeeping, accounting, and auditing clerk vary considerably. 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 bookkeeping, accounting, and auditing clerks in 1994 were $ 19,500.
In addition to salary, bookkeeping, accounting, and auditing clerks receive the same package of benefits as other employees in the organization. Sick and annual leave, life and health insurance, and retirement plans are common.
Related Occupations
Most bookkeeping, accounting, and auditing clerks today enter data into a computer system and perform basic analysis 01 the data. Other clerical workers who enter and manipulate data are bank tellers, statistical clerks, receiving clerks, medical record clerks, hotel and motel clerks, credit clerks, and reservation and transportation ticket agents.
Related D.OJ. Jobs
These job titles are related to or more specific than the more general description above. They will help you identify job options you may not otherwise discover. These descriptions are in the current edition of the Dictionary of Occupational Titles and classified by numerical order.
There are too many D. O. T. titles to list here. Most are variations related to a specific industry, and a small number of representative D. O. T. titles are included as examples. Complete lists are available in various career software published by JIST or directly from the U.S. Department of Labor.
210.367-010 ACCOUNT-INFORMATION CLERK; 210.382-010 AUDIT CLERK; 210.382-014 BOOKKEEPER; 210.382-030 CLASSIFICATION-CONTROL CLERK; 210.382-038 CREDIT-CARD CLERK; 210.382-042 FIXED-CAPITAL CLERK; 210.382-046 GENERAL-LEDGER BOOKKEEPER; 210.382-050 MORTGAGE-LOAN-COMPUTATION CLERK; 210.382-054 NIGHT AUDITOR; 210.382-062 SECURITIES CLERK; 216.362-014 COLLECTION CLERK; 216.362-022 FOOD-AND-BEVERAGE CONTROLLER; 216.362-034 RESERVES CLERK; 216.382-022 BUDGET CLERK; 216.382-026 CLEARING-HOUSE CLERK; 216.482-010 ACCOUNTING CLERK; 216.587-010 BOOKING CLERK; 219.362-066 VOUCHER CLERK; 219.387-018 ASSIGNMENT CLERK; 219.487-010 TAX CLERK
Sources of Additional Information
State employment service offices can provide information about job openings for bookkeeping, accounting, and auditing clerks.
Information on careers in records and information management can be obtained from:
- Association of Record Managers and Administrators (ARMA)
