Occ. Code 0100110
CALCULATIONS CLERK 2, GRADE 9

New York State Department of Civil Service

Classification Standard

BRIEF DESCRIPTION OF CLASS

Calculations Clerks 2 perform complicated numerical tasks using accepted account keeping, auditing, statistical, payroll or other procedures in which mathematical calculations are fundamental and/or supervise three to eight clerical support staff who perform more routine numerical tasks.

CLASSIFICATION CRITERIA

There are two ways to support classification as Calculations Clerk 2.

• Incumbents must perform the more difficult mathematical calculations within an organization. Usually, this work requires the majority of the work time.
• Classification can also be supported by the supervision of three to eight clerical support positions. In such cases, incumbents may perform complex tasks and/or many of the same tasks performed by Calculations Clerks 1.

RELATED CLASSES

Clerk 2 - Incumbents perform complicated clerical processing and records maintenance activities in support of a technical, administrative or management operation and/or supervise three to eight clerical support positions.

Stores Clerk 2 - Incumbents perform various clerical and manual activities in the receipt, storage and distribution of goods, materials, equipment, office supplies and records in a stockroom, warehouse, records center, institution retail store
or commissary and/or supervise three to eight clerical support staff who perform stockroom activities.

Calculations Clerk 1 - Incumbents spend the majority of their time performing clerical tasks in which mathematical calculations are fundamental.

BASIC DUTIES AND ILLUSTRATIVE TASKS

• Process transactions which require mathematical calculation and knowledge of the program area where assigned.
• Contact, by mail or phone, appropriate staff to obtain information necessary for the calculation and processing of claims, tax returns or other documents.
• Compile financial and other data for the preparation of budget documents and other financial reports.
• Review unit or department financial forms (e.g., vouchers) for conformance with approved spending.
• Compute statistical calculations, such as averages, percents, proportions, algebraic formulas, etc., by hand, using a calculator or a computer.
• Prepare reports by collecting, compiling, computing and displaying data; recommending or formatting graphic presentations of statistical data; making calculations for various tests of statistical significance; editing and validating
  information and writing narrative.
• Maintain accounts for a major account clerical function, e.g., accounts receivable or payable, of an agency having a large accounts maintenance operation and a large volume of transactions or for all clerical accounts maintenance and processing activities for an agency, division or program or a small business office. Transactions include those that require multiple entries in different records. Compile and prepare financial data for budgetary purposes, and reconcile accounts with bank statements and control ledgers and resolve discrepancies.
• Receive payments in person or by mail (taxes, fees, etc.).
• Reconcile money received with value of receipts or tickets issued.
• Prepare checks or other payment devices to pay bills or as a refund or advance.
• Perform account clerical audits for programs in which there are a large number and a variety of transactions, verifications, checks and computations and where the written procedures are frequently changed, (e.g., taxes). May initiate and write reports indicating errors and/or omissions uncovered during an audit.
• Prepare the payroll of a small agency or a major segment of the payroll of a large agency by preparing and processing payroll documents, computing and verifying salaries, salary changes and deductions, and preparing a variety of reports and listings for use within the agency and by other agencies.
• Purchase items directly from State contracts, prepare and process purchase orders, receive bids and award contracts for standardized materials, supplies, equipment and services on the open market according to procedures and guidelines and follow up on compliance concerning purchases and requisitions.
• Design and produce summary reports using data base or spreadsheet software.
• Operate office equipment such as photocopiers, calculators, computers, printers, typewriters, audiovisual equipment, etc., as necessary to complete assigned tasks. Perform simple maintenance tasks such as adding toner
  and paper and changing ribbons.
• May supervise three to eight clerical support positions.
• May be required to type correspondence, records and other material in final or draft form.

INDEPENDENCE OF OPERATION

Typically, an incumbent in this title is ultimately responsible for a particular segment of a program where dealing with numbers is a critical aspect, e.g., accounts payable, purchasing, payroll. Calculations Clerks 2 work without continuous supervision and use their own judgment to resolve problems. They must be able to apply various laws, procedures, rules, regulations and guidelines which require interpretation or are subject to frequent revision, e.g., budget bulletins, payroll procedures. In some cases, these incumbents provide the sole calculations clerical support in a program unit and work with little or no technical supervision. They may have frequent interaction with program staff, staff of other units within the agency and staff in other State agencies to verify information, obtain additional information or provide information.

COMPLEXITY

The work performed by Calculations Clerks 2 represents the more difficult calculations work within an organization. Incumbents of these positions are expected to understand activities of the program area in which they work in order to answer questions, explain or clarify procedures and use independent judgment to make decisions where clear precedent does not exist. This work is distinguished from entry-level work where procedures are clearly defined and/or other staff are available to answer questions or handle more difficult cases.

COMMUNICATION

Calculations Clerks 2 have oral and written communication with a variety of individuals in the course of accomplishing their assigned duties. These communications may consist of face-to-face and telephone contacts, as well as written correspondence. The nature and frequency of these communications depends on the program area in which they work. The type of communication will vary by program area, with some incumbents having a wide variety of communication and others focusing on one or two types. While incumbents may have some contact with the general public, these contacts do not consume the major portion of work time and are not the primary focus of positions in this class.

SUPERVISION EXERCISED

Calculations Clerks 2 may function as supervisors of three to eight clerical support staff. In such cases, supervisors are responsible for the quality and quantity of work produced by the subordinate staff; select, train, evaluate, counsel and, as necessary, discipline employees; plan, organize, assign, review work, and schedule activities in the work unit; provide guidance, resolve problems and make decisions in technical and administrative matters; establish/adjust work schedules and assignments as needed and review time cards; coordinate the work of their unit with that of other work units;
communicate management policies to subordinate staff; and prepare workload statistics and related reports.

In addition to the supervision, incumbents also have their own volume of calculations work for which they are responsible. Supervision is not a requirement to support classification of these positions.

KNOWLEDGE, SKILL AND ABILITY

• Knowledge of agency policies and program policies, procedures and functions.
• Ability to perform complicated mathematical computations which include such things as account keeping, auditing, statistics and/or payroll computation.
• Ability to use office computational equipment, such as calculators, adding machines, computer terminals.
• Ability to set up and use manual and electronic office record keeping and filing systems.
• Ability to code and decode data for machine processing and statistical analysis.
• Ability to enter and retrieve data using an alphanumeric keyboard.
• Ability to prepare reports composed of narrative as well as numerical information.
• Ability to read, understand and apply laws, procedures, rules, regulations and guidelines where there are not clear precedents and without detailed direction.
• Ability to perform tasks accurately within prescribed time frames.
• Ability to communicate effectively in writing and orally.

In addition, for supervisory positions:

• Knowledge of the principles and practices of effective supervision.
• Ability to establish effective supervisory relationships.

As required:

• Ability to manipulate an alphanumeric keyboard to produce documents including letters, memos, reports, charts, forms, etc.

OCCUPATIONAL REQUIREMENTS

• Experience working in clerical occupation.
• High school math/bookkeeping/statistics, as required.
• Basic writing.
• Reading.

Note: Occupational requirements are distinguished from minimum qualifications which address recruitment needs and the candidate field available for a title at a particular point in time. For current information on minimum qualifications, contact the Division of Staffing Services.

Date: 5/92