T A S K B A N K F O R A C C O U N T I N G / F I N A N C E Michael J. Dollard New York State Department of Civil Service Building 1, Harriman Campus (518) 457-2359 April 1991 (c) Copyright 1991 New York State Department of Civil Service [==][==][==][==][==][==][==][==][==][==][==][==][==][==][==][==][==][==] INTRODUCTION This monograph consists of a bank of job tasks in the accounting/finance area categorized and ordered according to a three digit numerical code based on the level of complexity of the task and its relationship of 'data', 'people' and 'things.' The classification scheme is not new, but is based on the scheme originated by the United States Employment Service, and refined in a number of ways by a number of people such as Sidney Fine. As used in this study, the 'data' dimension has six clusters organized more or less hierarchically: 1 - Comparing 3 - Compiling/ Computing 4 - Analyzing 5 - Coordinating/ Innovating 6 - Synthesizing The 'people' dimension has six clusters: 1 - Helps/Takes Instruction 2 - Exchanging Information 4 - Instructing 5 - Supervision 6 - Negotiating 7 - mentoring The 'things' dimension has three clusters: 1 - Handling 2 - Operating 3 - Precision Work The tasks were draw from a number of sources, such as existing classification specifications, job analysis questionnaires, task-based E&E (Education and Experience) questionnaires, etc. obtained from federal, state and local sources. Several hundred documents containing several thousand task statements served as the basic pool. Obvious duplicates were removed, and the remainder were sorted and resorted, combined or teased apart, re-written, moved from one classification to another (and, sometimes, back) -- in short massaged and re-massaged to produce task statements generally consistent in terms of form, language and level of complexity. This study was performed in order to produce a working tool. It is not a work of great sophistication, or one based on subtle theory. Most readers will find tasks that they would describe and/or classify differently. I find that perfectly understandable and acceptable; it is, as I said above, intended to be a working tool, and not a statement of theory. If you find it useful, so much the better. If you have suggestions for changes and improvements, I would like to hear from you. Beginning below is a listing of the basic categories, and the task verbs I have placed in each. In other studies of this type that I have seen, there is a clear effort to place a given verb in no more than one category. I have not done that. My understanding of English is that the connotation of a word is as important as the denotation of the word -- in short, context is everything! I have used connotation and denotation to group tasks, and to move tasks from one classification to another. But there are words (like 'monitors' and 'prepares' and 'maintains') that will be found in multiple categories. I have listed the verbs as they are found in the main task listing: If a verb is found in classification '300' only, then it will be listed under Cluster 3 (Compiling/ Computing) in the 'Data' dimension only; if a verb is found in category '120' only, then it will be listed under Cluster 1 in the 'Data' dimension, and under Cluster 2 in the 'People' dimension; if a verb is found in category '120' and in category '222,' it will be listed in both Cluster 1 and Cluster 2 in the 'Data' dimension, in Cluster 2 of the 'People; dimension, and in Cluster 2 of the 'Things' dimension. Verbs and Categories for Task Bank Preparation (Includes verbs from Clerical Task Bank, Accounting/Finance Task Bank, and the 1970 Job Analysis study by California State College, Long Beach) D A T A P E O P L E T H I N G S 1 - Comparing 1 - Helps/Takes 1 - Handling ****************** Instruction ***************** checks ************************* assembles classifies assists carries collates learns collates compares counts counts 2 - Exchanging Information distributes cross references ************************** files distributes accepts inventories edits advises issues examines answers lifts files arranges for maintains grades assists maintains library indexes authorizes maintains stocks inspects charges out moves monitors compiles packs notarizes completes prepares proofreads conducts receives proofs consults retrieves ranks contacts shelves reads coordinates ships retrieves corresponds sorts selects delivers stores shelves dictates transports sorts distributes unpacks stores determines verifies dispatches documents 2 - copying . 2 - Operating ****************** . ***************** answers examines backs up arranges for explains checks out assembles greets clears assigns informs computes backs up interprets corrects charges out interviews enters clears investigates extracts completes issues inputs contacts maintains inspects corrects negotiates keyboards delivers notifies maintains dispatches places measures distributes provides microfilms documents questions operates enters receives prepares explains reconciles records extracts records repairs greets refers retrieves identifies reminds runs interviews requests searches issues researches services keyboards schedules sorts maintains screens splices microfilms sets up transcribes monitors supervises types operates testifies updates places verifies posts 4 - Coaching/Instructing prepares ************************** 3 - Precision Work processes demonstrates ****************** proofs explains sets up provides instructs receives interprets reconciles teaches records trains refers trouble-shoots registers reminds 5 - Supervising requests ************************** researches administers retrieves approves routes assigns runs controls screens directs searches disapproves sets up disciplines sorts enforces tabulates establishes transcribes evaluates types formulates updates leads maintains 3 - Compiling/ . Computing . ****************** monitors accepts motivates assembles plans audits (checks) recommends authorizes resolves balances reviews calibrates schedules checks supervises codes combines 6 - Negotiating compiles ************************* completes bargains computes confers contacts mediates coordinates represents corresponds credits 7 - Mentoring debits ************************* determines advises draws arbitrates estimates counsels extracts diagnoses indexes judges inventories provides technical maintains assistance maintains calendar maintains library maintains stocks measures notifies operates places plots prepares processes reconciles records revises schedules searches verifies 4 - Analyzing ****************** analyzes appraise assesses audits (reviews and examines) checks classifies codes develops edits evaluates examines indexes interprets investigates performs experiments prepares minutes performs studies prepares summaries prepares draft reads refers to researches reviews searches studies translates 5 - Coordinating/ Innovating ****************** administers advises approves assigns authorizes conducts confers consults controls creates demonstrates determines designs directs disapproves disciplines drafts draws establishes evaluates executes explains implements instructs lays out maintains manages monitors negotiates orients plans prepares provides technical assistance recommends represents resolves reviews schedules supervises teaches trains trouble-shoots writes 6 - Synthesizing ****************** composes designs develops estimates formulates instructs interviews plans testifies [==][==][==][==][==][==][==][==][==][==][==][==][==][==][==][==][==][==] Task Code Description ***100*** Comparing/-/- 001 100 Checks invoices and receipts against purchase orders 002 100 Notarizes retirement and other personnel documents 003 100 Proofreads typed and printed material ***101*** Comparing/-/Handling 004 101 Files (places in storage) bills, invoices, authorizations for payment and other financial papers 005 101 Files (places in storage) payroll-related documents (time and attendance records, deduction notices, employee registers, etc.) ***120*** Comparing/Exchanging Info/- 006 120 Examines (Performs special examinations) financial records to verify data 007 120 Monitors employees' conformance with time and attendance rules 008 120 Monitors contract compliance by consultants and contractors 009 120 Monitors insurance coverage (against inventories, appraisals, liabilities, replacement costs, etc.) 010 120 Monitors the agency's electronic data processing activities related to accounting and financial record keeping 011 120 Monitors the receipt of services, equipment and supplies for quantity, quality and adherence to contracts and specifications 012 120 Monitors work records for employees paid from third party sources and prepares reimbursement vouchers as appropriate 013 120 Monitors inventory levels of supplies and equipment ***200*** Copying/-/- 014 200 Prepares routine correspondence in areas where policy is defined 015 200 Prepares W-2 forms and arranges for their distribution 016 200 Processes checks for disbursement and deposit 017 200 Processes payments for employee benefit programs (e.g., workers compensation, unemployment compensation, insurance, retirement, etc.) 018 200 Processes third party correspondence concerning delinquent payments 019 200 Prepares expense and travel vouchers for agency staff 020 200 Prepares lists of properties for tax sale 021 200 Prepares payroll change documents 022 200 Prepares notices of foreclosure and tax sale for property owners 023 200 Prepares requisitions for equipment and supplies from a central stores operation 024 200 Prepares time records on employees 025 200 Prepares the payroll (document) 026 200 Processes a variety of accounting and control records (includes sorting, indexing, recording, filing) 027 200 Processes documents involved in changes to payroll (deductions, garnishment, etc.) 028 200 Processes insurance claims (issues/receives forms, checks for completeness and accuracy, forwards forms to insurance company, follows-up by phone or letter, receives/distributes checks) 029 200 Processes payroll documents related to changes in base rates, deductions, etc. 030 200 Processes payroll information regarding applicants for unemployment compensation 031 200 Processes retirement documents 032 200 Prepares and distributes pay envelopes 033 200 Records the collection of fees in appropriate files 034 200 Tracks (monitors and records) work assigned and completed 035 200 Verifies accuracy of billing documents before mailing 036 200 Verifies accounting records against original sources 037 200 Verifies computer outputs against original sources 038 200 Verifies employee pay status for employees 039 200 Verifies signatures on authorizations for payment and other financial documents ***201*** Copying/-/Handling 040 201 Prepares bills for mailing (collating materials, stuffing and addressing envelopes, sorting and labeling addressed envelopes, etc.) ***202*** Copying/-/Operating 041 202 Enters/retrieves data from an automated record system 042 202 Operates a switchboard or other multi-line telephone, directing calls and callers to the appropriate person 043 202 Operates a variety of office machines (copiers, typewriters, calculators, check writing machines, computer terminals, wordprocessors, fax machines, scales, phones and phone answering machines, etc.) 044 202 Operates a check-signing machine 045 202 Prepares collection letters for mailing 046 202 Records for later transcription proceedings of meetings, hearings, conferences and similar gatherings using electronic equipment 047 202 Records for later transcription proceedings of meetings, hearings, conferences and similar gatherings using manual or machine shorthand 048 202 Records for later transcription correspondence and similar communications using electronic equipment 049 202 Records for later transcription correspondence and similar communications using manual or machine shorthand 050 202 Types accounting and financial statements, payrolls and similar documents using a typewriter or wordprocessor 051 202 Types financial and statistical reports including the use of specialized formatting, tables and charts and special characters using a typewriter or wordprocessor 052 202 Types forms, form letters, transcripts, invoices, vouchers and similar records and documents using a typewriter or wordprocessor 053 202 Verifies data in computer files against original source documents ***210*** Copying/Learning/- 054 210 Assists in the maintenance of ledgers 055 210 Assists in the preparation of books of original entry 056 210 Assists in the preparation of financial reports 057 210 Assists in the compilation of confidential information related to collective bargaining 058 210 Assists in the preparation of the various fund budgets ***220*** Copying/Exchanging Info/- 059 220 Answers questions from agency staff concerning the Social Security and retirement laws 060 220 Arranges for administrative approval of contracts 061 220 Arranges for tax sales/auction 062 220 Assists agency staff with time and attendance related problems (provides information, explains programs, issues forms, assists in the completion of forms, etc.) 063 220 Contacts patients on admission to explain policy concerning financial responsibility for service 064 220 Contacts (phone or letter) banks, employers, insurance carriers, etc. concerning the financial status of individuals 065 220 Contacts (phone or letter) clients/customers to discuss payment schedules for delinquent accounts 066 220 Contacts (mail or phone) insurance carriers, employers and government agencies to verify insurance coverage 067 220 Contacts (phone or letter) vendors to obtain price quotations 068 220 Contacts (phone or letter) vendors and other agencies to reconcile differences in accounts 069 220 Contacts (phone or letter) vendors, other agencies, staff members, and/or members of the public to obtain information 070 220 Documents agreements made with clients/customers on payment schedules 071 220 Explains payroll processes, deduction programs and similar payroll matters with employees 072 220 Interviews clients/patients or their representatives to obtain information related to ability to pay 073 220 Issues stop payment orders (payroll checks) to banks 074 220 Places bid advertising in accordance with the law 075 220 Provides financial and business information to auditors as required 076 220 Provides information in response to requests (phone or letter) for routine information 077 220 Provides information to clients/patients or their representatives concerning such issues as fees, costs, reimbursement, third party payers 078 220 Receives customer complaints, requests for service, requests for information, etc. 079 220 Receives and directs visitors to the office; provides routine information and forms 080 220 Screens incoming mail and phone calls for a supervisor, or for a work unit 081 220 Sets up meetings, conference calls, etc. for a supervisor, or for a work unit. ***221*** Copying/Exchanging Info/Handling 082 221 Distributes the mail to office staff 083 221 Issues budget forms to organizational units 084 221 Issues checks 085 221 Issues salary checks 086 221 Issues receipts for monies received 087 221 Receives monies in person and by mail 088 221 Receives court orders served on the agency ***221*** Copying/Exchanging Info/Operates 089 222 Transcribes using a typewriter or wordprocessor, manual or machine shorthand recordings of meetings, conferences, hearings and similar meetings 090 222 Transcribes using a typewriter or wordprocessor, electronically recorded proceedings of meetings, conferences, hearings and similar meetings 091 222 Transcribes using a typewriter or wordprocessor electronically recorded correspondence and similar communications 092 222 Transcribes using a typewriter or wordprocessor manual or machine recordings of correspondence or similar communications ***250*** Copying/Supervising/- 093 250 Assigns work to subordinate staff ***300*** Compiling,Computing/-/- 094 300 Audits (checks) salary checks 095 300 Audits (checks) time records of department staff 096 300 Audits (checks) vouchers, claims, invoices, payroll and supporting data and accounting records for accuracy 097 300 Compiles fiscal data for the preparation of management reports, budget detail, and cost analysis 098 300 Compiles payroll data 099 300 Compiles production data for statistical analysis 100 300 Completes insurance forms and submits them to third party payers 101 300 Computes the depreciation on buildings, equipment and other fiscal property 102 300 Computes discounts 103 300 Computes penalties and interest on amounts due the organization 104 300 Computes adjustments to employees' pay resulting from changes in hours worked, tax changes, changes in deductions, shift differentials, longevity, promotions, salary negotiations, etc. 105 300 Computes the employee's "standard pay" and adjust pay-based deductions as appropriate 106 300 Computes (performs data analysis) as directed by a professional member of the staff 107 300 Computes (verifies) amounts of cash, accounts receivable and payable, vouchers, negotiable securities, and cancelled checks 108 300 Computes (verifies) journal and ledger entries and trial balances 109 300 Computes (verifies) status-related pay calculations for employees 110 300 Computes (verifies and reconciles) individual account balances 111 300 Maintains a file of vendors and prices 112 300 Maintains a file of all contracts and contract agreements 113 300 Maintains a general ledger 114 300 Maintains appropriate debt service records 115 300 Maintains charge accounts, including debits and credits 116 300 Maintains cost accounting records 117 300 Maintains expenditure and budgetary control accounts 118 300 Maintains fixed asset inventory and related records 119 300 Maintains income execution records, and draws checks as appropriate 120 300 Maintains master payroll file (includes updating of address, dependent's status, base salary, deductions, etc.) in a manual or computer-based system 121 300 Maintain pay records on employees 122 300 Maintains personnel records 123 300 Maintains petty cash system (prepares vouchers, disburses and receives money, maintains file of receipts, prepares and submits periodic routine reports) 124 300 Maintains property records 125 300 Maintains records of delinquent accounts 126 300 Maintains records for employee benefit programs (e.g., workers compensation, unemployment compensation, insurance, retirement, etc.) 127 300 Maintains records of personal deductions and other confidential personnel records 128 300 Maintains the tax file for district property owners 129 300 Maintains subsidiary ledger accounts 130 300 Makes fund transfers 131 300 Prepares a variety of financial and statistical reports 132 300 Prepares accounting records for all funds 133 300 Prepares an annual plan for the allocation of indirect costs among agencies/agency units 134 300 Prepares the monthly investment report 135 300 Prepares estimates of revenues 136 300 Prepares bidding documents 137 300 Prepares billings and statements for amounts due the organization 138 300 Prepares deposit slips and makes bank deposits 139 300 Prepares estimates of payments of bond principal and interest 140 300 Prepares Federal and State tax reports 141 300 Prepares journal and ledger entries for all funds