Financial Assistant I Grade A

Clerical and Technical generic job description

Family: Accounting/Financial
Job Code: 504

Representative duties:

• Receives, logs and posts financial data to manual and computerized systems
• Provides routine information related to financial activities
• Sorts, logs and files material in alphabetical, numerical or subject order
• Maintains financial records and files
• Verifies accuracy of financial records
• Matches invoices
• Calculates and tabulates financial data
• Keyboards and proofreads correspondence, reports, and other materials
• Performs clerical functions incidental to accounting activities

The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary from incumbent to incumbent in the job title.

Required knowledge:

• General knowledge, high school level; detailed but narrow work-related knowledge
• Limited acquaintance with business, accounting or commercial procedures
• Limited acquaintance with University organizational policies and procedures

Required skills:

• Copies data from standard or easily understandable formats
• File already labeled material using a straightforward alphabetical, or chronological system. Understands short notes, basic written instructions and forms
• Occasional use of machine that requires little training to operate

Office and administrative skills:

• Keyboards forms, labels, and other simple material
• Enters and retrieves data from given sources on a personal computer
• Refers callers and visitors to the appropriate individual

Experience, education and formal training:

• One year of related work experience and a high school level education, or an equivalent combination of experience and education

Complexity and organization:

• Job tasks composed of routine steps/processes

Interpersonal relations:

• Ongoing involvement outside immediate work unit
• Offers or obtains basic information or provides assistance on general matters
• Understands and conveys simple messages and instructions verbally

Supervisory guidelines:

• Work is closely reviewed for adequacy and accuracy daily
• Supervisor and incumbent plan, assign and schedule work jointly
• Instruction provided in all new situations, methods, procedures

Independent judgment:

• Established procedures/policies govern most work situations
• Little opportunity to exercise independent judgment or initiative

Leadership responsibility:

• Occasionally provides general orientation to routine procedures/policies

Impact and consequence of error:

• Work affects outside immediate work unit, but rarely outside the University
• Errors are not difficult to recognize and correct and only affect own work

Working conditions:

• Very little possibility of safety risks
• Stable and predictable
• Some sustained concentration
• Little physical effort

Example 1

General purpose:

Under the supervision of the Business Office Accountants and requiring a working knowledge of Yale business numbering systems, expenditure types, financial reports and filing systems, provides support for the financial activities in the Business Office.

Essential duties of position:

• Sort and organize incoming financial documents
• Verify and/or find correct PTAEO using databases and tools found on the network
• Enter commitments into new commitment program
• File original documents
• May reconcile monthly financial statements. Identify problems for accountants
• Provide back-up coverage for phones and visitors to business office
• Perform clerical functions as needed

Education and training

• One year of related work experience and a high school level education; or an equivalent combination of experience and education

Skills and abilities:

• Working knowledge of network searching, Word, and Excel
• Excellent time and attendance and organizational skills
• Preferred: Familiar with Yale business systems, numbering and financial reports