Bookkeeper and Accounting Clerk
Bookkeepers and accounting clerks play essential roles in managing the financial records of businesses, handling tasks such as payroll, invoicing, and expense tracking. While they perform important accounting functions, they are generally not certified accountants and do not require formal qualifications. Bookkeepers often work for smaller companies, managing all accounting tasks independently, whereas accounting clerks typically work within larger organizations as part of a team, focusing on specific duties.
These professionals usually operate in office environments, collaborating with other staff members and interacting with external parties like vendors and customers. Their work involves meticulous data entry and requires strong attention to detail, as well as the ability to meet deadlines. Although no formal education is required, courses in business mathematics and accounting are beneficial, and practical experience with accounting software is highly valued. Opportunities for advancement exist, particularly for those pursuing further education in accounting or finance. Overall, bookkeeping and accounting clerk positions can serve as stepping stones for individuals interested in the broader fields of accounting and financial administration.
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Subject Terms
Bookkeeper and Accounting Clerk
Snapshot
Career Cluster(s): Business, Management & Administration, Hospitality & Tourism
Interests: Accounting, finance, business management, mathematics, analyzing information
Earnings (Yearly Median): $47,440 per year $22.81 per hour
Employment & Outlook: -6% (Decline)
Entry-Level Education Some college, no degree
Related Work Experience None
On-the-job Training Moderate-term on-the-job training
Overview
Sphere of Work. Bookkeepers and accounting clerks are responsible for administering the financial records of a business. This may include the business’s payroll, invoices, expenses, receipts, and other accounting matters. While bookkeepers and accounting clerks fulfill an accounting function, they are generally not qualified accountants. A certified accountant must possess graduate qualifications and professional certification, whereas bookkeeping and clerking require no formal qualifications.
Generally speaking, bookkeepers work for smaller businesses and handle all accounting functions, whereas accounting clerks usually work for larger companies, performing particular tasks as members of an accounting team. A bookkeeper may work alone, so they usually interact with external financial service providers such as an auditor and tax accountant.
Bookkeeping and account clerking is a general business administration function, but many bookkeepers and accounting clerks will develop specialized industry experience as a result of the employers they work for.
Work Environment. Bookkeepers and accounting clerks can expect to work in office settings. Depending on the size and nature of the organization they serve, they may manage financial record-keeping alone or as part of an accounting team. Internally, they will interact with other administrators, business support staff, and management. Externally, they may interact with customers, suppliers, vendors, wholesalers, contractors, and other service providers.
Bookkeepers and accounting clerks engaged in full-time work for an employer usually work a standard forty-hour week, although they may be required to work longer hours during a company’s busy periods or to meet financial reporting deadlines. Self-employed bookkeepers may serve a number of small- to medium-sized firms, each on a part-time basis. They may work from home or on-site.
Occupation Interest. Bookkeeping and account clerking attract people interested in accounting, numbers, and business transactions. This work may also attract candidates who would like to gain entry-level experience in accounting and financial administration before committing to studies in accounting, finance, or economics.
The often meticulous and repetitive nature of bookkeeping demands sustained attention to detail. Bookkeepers and accounting clerks may spend long periods sitting at a desk or workstation crunching numbers and doing data entry. Therefore, attention to accuracy and the ability to meet deadlines are important.
These roles also offer opportunities to learn a variety of allied skills and specialist business functions, such as purchasing, quoting, budgeting, and payroll.
A Day in the Life—Duties and Responsibilities. Accounting clerks are usually members of an accounting team. As such, they may spend periods of their day working alone and with others. Bookkeepers may work as part of a team or independently. Much of the day will be spent at a desk doing financial data entry into specialized accounting and bookkeeping systems.
Bookkeepers and accounting clerks may also assist with payroll processing, invoicing and receipting, accounts payable and receivable administration, reconciling bank statements, writing checks, making bank deposits, doing petty cash reimbursements, completing forms, and preparing financial reports such as profit and loss statements or balance sheets. They may also assist in processes such as budgeting and purchasing.
They may be expected to attend meetings and contribute to projects, groups, and committees. General administrative tasks are likely to include opening and sending mail and generating correspondence, memos, and other written communications.
Work Environment
Immediate Physical Environment. Office settings predominate. Bookkeepers and accounting clerks are found in nearly every type of industry and business. Self-employed bookkeepers may work from home.
Human Environment. Bookkeepers and accounting clerks must be able to sustain relatively detailed and repetitive work for long periods. They must also be able to work collaboratively with colleagues, supervisors, managers, members of other departments, and external stakeholders such as customers and vendors.
Technological Environment. Bookkeepers and accounting clerks are expected to use specialized accounting software and systems and general office computing programs. Daily operations will also demand the use of standard office technologies, including telephone, email, photocopiers, and the Internet. Small business owners need to track their business finances and advertise on the Internet.
Education, Training, and Advancement
High School/Secondary. High school students can best prepare for a career in bookkeeping or account clerking by taking courses in business mathematics and administration, accounting, bookkeeping, communications, and business law. Foreign languages are also increasingly valued as businesses find themselves operating in global and cross-cultural contexts.
Becoming involved in extracurricular school activities that develop business competencies will also allow students to develop relevant skills and learn from others before graduation. This could include, for example, participating in business incubation projects.
Postsecondary. There are no formal educational qualifications required for bookkeeping or account clerking, although an associate's or bachelor’s degree in accounting would be highly regarded by employers. Practical experience and knowledge of accounting and bookkeeping software are usually expected, as is an understanding of accounting methods. A large selection of nondegree programs and short courses are offered in bookkeeping.
Opportunities for career advancement will depend largely on the size and type of organization in which the candidate works and their breadth of experience. Bookkeepers and accounting clerks who wish to become accountants or financial controllers will need to complete a bachelor’s degree in accounting, finance, or economics, as well as postgraduate professional certification.
Related Occupations
− Cashier
− Medical Records Administrator
Bibliography
"Bookkeeping, Accounting, and Auditing Clerks." Occupational Outlook Handbook. Bureau of Labor Statistics, US Department of Labor, 17 Apr. 2024, www.bls.gov/ooh/office-and-administrative-support/bookkeeping-accounting-and-auditing-clerks.htm. Accessed 28 Aug. 2024.
"Occupational Employment and Wages, May 2023 43-3031 Bookkeeping, Accounting, and Auditing Clerks." US Bureau of Labor Statistics Occupational Employment and Wage Statistics, 3 Apr. 2024, www.bls.gov/oes/current/oes433031.htm. Accessed 28 Aug. 2024.