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Company Name : Hawaii State Department of Education
Location : Oahu Island, HI
Position : Pre Audit Clerk I, II, III
Job Description : Amended 1-5-21: Monthly Salary
PRE AUDIT CLERK I
$3,047.00 per month (SR-11)
PRE AUDIT CLERK II
$3,295.00 per month (SR-13)
PRE AUDIT CLERK III
$3,566.00 per month (SR-15)
Office of Fiscal Services
NOTE: Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself eligible for temporary positions increases your employment possibilities and may lead to permanent opportunities.
A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.
Pre-Audit Clerk I:
Performs the full range of clerical pre-auditing work in a large department involving vouchered claims and/or payroll claims for compliance with federal, State and/or departmental laws, regulations, rules, policies and procedures; and performs other related duties as assigned.
Distinguishing Characteristics:
This class is distinguished by work assignments involving the full range of clerical pre-auditing functions in a large department. Work activities and personal contacts are maintained with the various staffs of the department, vendors and the pre-audit section of the State’s central agency.
Pre-Audit Clerk II:
Examines, prior to payment, all vouchered claims against the State for propriety of the charge against the appropriation indicated and for compliance with statutes, policies, rules and regulations; and/or examines, prior to payment, all payroll claims against the State for compliance with laws, rules, regulations and policies as established for employees under the merit system and employees exempted from the merit system; or supervises and participates in performing the full range of clerical pre-auditing work in a large department involving vouchered claims and/or payroll claims for compliance with federal, State and/or departmental laws, regulations, rules, policies and procedures, or under the supervision of a higher level pre-audit clerk, supervises the full range of clerical pre-auditing work in a large department involving vouchered claims and/or payroll claims for compliance with federal, State and/or departmental laws, regulations, rules, policies and procedures; and performs other related duties as assigned.
Distinguishing Characteristics:
This class reflects the work of three types of positions:
Type 1:
A position of this type is generally located in the State’s central agency and has the primary assignment of pre-auditing all voucher and/or payroll claims submitted for payment by all departments and agencies. The work involves the examination of voucher and/or payroll claims submitted for payment by all departments and agencies. The work involves the examination of voucher claims and/or payroll claims where knowledge can be applied from precedent and opinions of the Attorney General, court orders and other laws, as well as policies, rules and regulations.
Type 2:
A Type 2 position supervises and participates in performing the full-range of clerical pre-auditing work for a large department involving vouchered claims and/or payroll claims. Work activities and personal contacts are maintained with staff of the department, vendors and the pre-audit section of the State’s central agency.
Type 3:
This type of position is responsible for the full-time supervision of the full range of clerical pre-auditing work for a large department involving vouchered claims and/or payroll claims. The work is performed under the general supervision of a higher level pre-audit clerk or an otherwise technically competent supervisor.
Pre-Audit Clerk III:
Supervises and participates in performing the full range of pre-auditing work in the State’s central agency; examines all contracts prior to certification of funds by the comptroller; reviews and controls electronic data processing input and output data; or supervises the full range of clerical pre-auditing work in a large department involving vouchered claims or payroll claims for compliance with federal, State and/or departmental laws, regulations, rules, policies and procedures; and performs other related duties as assigned.
Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently.
Note: Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated. Example: Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours/week will not be credited. Example: Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years.
To qualify, you must meet all of the following requirements:
General Experience:
One (1) year responsible clerical work experience which demonstrated knowledge of arithmetic and required the ability to read and understand, follow oral and written instructions, communicate orally and in writing and to make arithmetical computations.
Specialized Experience:
Two (2) years responsible clerical work experience in the preparation and keeping of payroll records and/or in the preparation and processing of vouchers, invoices and statements.
Pre-Audit Experience:
None for Level I, one (1) year for Level II, and two (2) years for level III of progressively responsible work experience which involved the examination and verification of invoices, vouchers, statements and other request for payment for completeness, accuracy, legality and propriety.
Supervisory Aptitude for Level III:
For the Pre-Audit Clerk III level, supervisory aptitude rather than actual supervisory experience may be accepted. Supervisory aptitude is the demonstration of aptitude or potential for the performance of supervisory duties through successful completion of regular or special assignments which involve some supervisory responsibilities or aspects; by serving as group or team leader or in similar work in which opportunities for demonstrating supervisory capabilities exist; by completion of training courses in supervision accompanied by application of supervisory skills in work assignments or by favorable appraisals by a supervisor indicating the possession of supervisory potential.
Substitutions Allowed:
Substitutions of Education for Experience:
1. Graduation from high school may be substituted for one-half year of General Experience.
2. Successful completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum leading to a degree, diploma or a certificate of achievement at an accredited community college or at a business or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines may be substituted for the one year of General Experience provided the duration of the training was for a year or more.
3. Successful completion of a substantially full-time equivalent clerical, stenographic or secretarial curriculum leading to a degree, diploma or a certificate of achievement at an accredited community college, business or technical school which was for a period of less than one year may be substituted for General Experience on a month-for-month basis provided the training included courses in basic English, arithmetic, general clerical procedures and office machines.
4. Successful completion of half a school year of substantially full-time clerical, stenographic or secretarial curriculum at an accredited community college, business and/or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines, may be substituted for six months of General Experience. Successful completion of one school year (of a program of more than one year in length) of: Substantially full-time clerical, stenographic or secretarial curriculum at an accredited community college, business and/or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines, may be substituted for one year of General Experience.
5. Successful completion of one school year (of a program of more than one year in length) of substantially full-time clerical, stenographic or secretarial curriculum at an accredited community college, business and/or technical school which included courses in basic English, arithmetic, general clerical procedures and office machines, may be substituted for one year of General Experience.
6. Successful completion of a substantially full-time equivalent bookkeeping or accounting curriculum leading to a degree or diploma at an accredited business school, community college or other comparable institution which included accounting courses may be substituted for the General Experience or the Specialized Experience on the basis of one year of such training for one year of experience, up to a maximum of two years of General or Specialized Experience.
7. Successful completion of one school year of (more than one year program) a substantially full-time accounting curriculum which normally leads to a degree or diploma at an accredited business school, community college or other comparable institution which included accounting courses may be substituted for one year of General or Specialized Experience.
8. Education in an accredited university in a Baccalaureate program with courses in English composition and college mathematics may be substituted for experience on the basis of fifteen semester hours for six months of General Experience, up to a maximum of one year of General Experience.
9. Education in an accredited university in a Baccalaureate program may be substituted for experience on the basis of fifteen semester hours for six months of Specialized Experience, provided the fifteen semester hours included at least three semester hours in accounting or auditing courses, up to a maximum of two years of Specialized Experience.
All documents submitted to us become the property of the Department of Education.
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