Resources: Occupation Profiles: Bookkeeping, accounting, and auditing clerks

Nature | Conditions | Employment | Training | Outlook | Earnings | Related | Sources | Significant Points |

Nature

Bookkeeping, accounting, and auditing clerks are an organization’s financial recordkeepers. They compute, classify, record, and verify numerical data, to develop and maintain financial records.

In small 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 cash, checks, or other forms of payment to the bank.

In large offices and accounting departments, accounting clerks have more specialized tasks. Their titles often reflect the type of accounting they do, such as accounts payable clerk or accounts receivable clerk. In addition, responsibilities vary by level of experience. Entry-level accounting clerks post details of transactions, total accounts, and compute interest charges. They may also monitor loans and accounts, to ensure that payments are up to date.

More advanced accounting 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. Senior clerks also review computer printouts against manually maintained journals and make necessary corrections. They may also review invoices and statements, to ensure that all information is accurate and complete, and 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 continue to computerize their financial records, many bookkeeping, accounting, and auditing clerks use specialized accounting software on personal computers. They increasingly post charges to accounts on computer spreadsheets and databases, as manual posting to general ledgers is becoming obsolete. These workers now enter information from receipts or bills into computers, which is then stored either electronically, as computer printouts, or both. Widespread use of computers has also enabled bookkeeping, accounting, and auditing clerks to take on additional responsibilities, such as payroll, timekeeping, and billing.

Conditions

With the exception of library assistants and bookmobile drivers, records processing clerks typically are employed in an office environment. Most work alongside other clerical workers, but some records processing clerks work in centralized units away from the front office.

Because the majority of records processing clerks use computers on a daily basis, these workers may experience eye and muscle strain, backaches, headaches, and repetitive motion injuries. Also, clerks who review detailed data may have to sit for extended periods of time. Although the work does not require heavy lifting, file clerks and library assistants spend a lot of time on their feet and frequently stoop, bend, and reach. Finally, bookmobile drivers must maneuver large vehicles in all kinds of traffic and weather conditions, and may also be responsible for the maintenance of the bookmobile.

Most records processing clerks work regular business hours. Library assistants may work evenings and weekends, but those employed in school libraries usually work only during the school year. 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. Billing, bookkeeping, and accounting clerks in hotels, restaurants, and stores may work overtime during peak holiday and vacation seasons. Similarly, order clerks in retail establishments typically work overtime during these seasons. Brokerage clerks may also have to work overtime if there is a high volume of activity in the stock or bond markets.

Employment

Bookkeeping, accounting, and auditing clerks held about 2.1 million jobs in 1998. About 25 percent worked in wholesale and retail trade, and 16 percent were in organizations providing business, health, and social services. Approximately 1 out of 3 of bookkeeping, accounting, and auditing clerks worked part time in 1998.

Training

Employers typically require applicants to have at least a high school diploma or its equivalent. Although many employers prefer to hire record clerks with a higher level of education, it is only required in a few records processing occupations. For example, brokerage firms usually seek college graduates for brokerage clerk jobs, and order clerks in high-technology firms often need to understand scientific and mechanical processes, which may require some college education. Regardless of the type of work, most employers prefer workers who are computer-literate. Knowledge of word processing and spreadsheet software is especially valuable, as are experience working in an office and good interpersonal skills.

Records processing clerks often learn the skills they need in high schools, business schools, and community colleges. Business education programs offered by these institutions typically include courses in typing, word processing, shorthand, business communications, records management, and office systems and procedures. Specialized order clerks in technical positions obtain their training from technical institutes and 2- and 4-year colleges.

Some entrants into records processing occupations are college graduates with degrees in business, finance, or liberal arts. Although a degree is rarely required, many graduates accept entry-level clerical positions to get into a particular company or to enter the finance or accounting field with the hope of being promoted to professional or managerial positions. Some companies, such as brokerage and accounting firms, have a set plan of advancement that tracks college graduates from entry-level clerical jobs into managerial positions. Workers with college degrees are likely to start at higher salaries and advance more easily than those without degrees.

Once hired, records processing clerks usually 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.

Records processing clerks must be careful, orderly, and detail-oriented in order to avoid making errors and recognize errors made by others. These workers should also be discreet and trustworthy, because they frequently come in contact with confidential material. Additionally, payroll clerks, billing clerks, and bookkeeping, accounting, and auditing clerks should have a strong aptitude for numbers. Because statement clerks have access to confidential financial information, these workers must be bonded. Many bookmobile drivers are now required to have a commercial driver’s license.

Records processing clerks usually advance by taking on more duties in the same occupation for higher pay or transferring to a closely related occupation. For example, some order clerks use their experience to move into sales positions. Most companies fill office and administrative support supervisory and managerial positions by promoting individuals from within their organization, so information clerks who acquire additional skills, experience, and training improve their advancement opportunities. With appropriate experience and education, some clerks may become accountants; personnel specialists; securities, commodities, and financial services sales representatives; or librarians.

Outlook

Virtually all job openings for bookkeeping, accounting, and auditing clerks through 2008 will stem from replacement needs. Each year, numerous jobs will become available, as these clerks transfer to other occupations or leave the labor force. Although turnover is lower than among other record clerks, the large size of the occupation ensures plentiful job openings, including many opportunities for temporary and part-time work.

Employment of bookkeeping, accounting, and auditing clerks is expected to decline through 2008. Although a growing economy will result in more financial transactions and other activities that require these clerical workers, the continuing spread of office automation will lift worker productivity and contribute to employment decline. In addition, organizations of all sizes will continue to consolidate various recordkeeping functions, thus reducing the demand for these clerks.

(See the introductory statement on records processing occupations for information on working conditions, training requirements, and earnings.)

Earnings

Salaries of records processing 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 annual earnings of full-time records processing clerks in 1998 are shown in the following tabulation:

In the Federal Government, records processing clerks with a high school diploma or clerical experience typically started at $18,400 a year in 1999. Beginning salaries were slightly higher in areas where the prevailing local pay level was higher. The average salary for all human resources clerks employed by the Federal Government was $29,500 in 1999.

Related

Today, most records processing clerks enter data into a computer system and perform basic analysis of the data. Other clerical workers who enter and manipulate data include bank tellers, statistical clerks, receiving clerks, medical record clerks, hotel and motel clerks, credit clerks, and reservation and transportation ticket agents.

Sources

State employment service offices can provide information about job openings for records processing occupations.

Selected industries employing brokerage clerks and statement clerks that appear in the 2000-01 Career Guide to Industries:

• Securities and commodities
• Banking

An industry employing order clerks that appears in the 2000-01 Career Guide to Industries: Wholesale trade