Bookkeeping and Accounting Clerks

Bookkeeping workers keep systematic records and current accounts of financial transactions for businesses, institutions, industries, charities, and other organizations. The bookkeeping records of a firm or business are a vital part of its operational procedures because these records reflect the assets and the liabilities, as well as the profits and losses, of the operation.

Bookkeepers record these business transactions daily in spreadsheets on computer databases, and accounting clerks often input the information. The practice of posting accounting records directly onto ledger sheets, in journals, or on other types of written accounting forms is decreasing as computerized record keeping becomes more widespread. In small businesses, bookkeepers sort and record all the sales slips, bills, check stubs, inventory lists, and requisition lists. They compile figures for cash receipts, accounts payable and receivable, and profits and losses.

Accounting clerks handle the clerical accounting work; they enter and verify transaction data and compute and record various charges. They may also monitor loans and accounts payable and receivable. More advanced clerks may reconcile billing vouchers, while senior workers review invoices and statements.

Accountants set up bookkeeping systems and use bookkeepers' balance sheets to prepare periodic summary statements of financial transactions. Management relies heavily on these bookkeeping records to interpret the organization's overall performance and uses them to make important business decisions. The records are also necessary to file income tax reports and prepare quarterly reports for stockholders.

Bookkeeping and accounting clerks work in retail and wholesale businesses, manufacturing firms, hospitals, schools, charities, and other types of institutional agencies. Many clerks are classified as financial institution bookkeeping and accounting clerks, insurance firm bookkeeping and accounting clerks, hotel bookkeeping and accounting clerks, and railroad bookkeeping and accounting clerks.

General bookkeepers and general-ledger bookkeepers are usually employed in smaller business operations. They may perform all the analysis, maintain the financial records, and complete any other tasks that are involved in keeping a full set of bookkeeping records. These employees may have other general office duties, such as mailing statements, answering telephone calls, and filing materials. Audit clerks verify figures and may be responsible for sending them on to an audit clerk supervisor.

In large companies, an accountant may supervise a department of bookkeepers who perform more specialized work. Billing and rate clerks and fixed capital clerks may post items in accounts payable or receivable ledgers, make out bills and invoices, or verify the company's rates for certain products and services. Account information clerks prepare reports, compile payroll lists and deductions, write company checks or send payments electronically, and compute federal tax reports or personnel profit shares. Large companies may employ workers to organize, record, and compute many other types of financial information.

In large business organizations, bookkeepers and accountants may be classified by grades, such as Bookkeeper I or II. The job classification denotes their responsibilities.