What Personal Skills or Qualities Are Needed to Become a Bookkeeper?

A Bookkeeper, or keeper of the books, is one who is engaged in just that; updating, managing, and maintaining business accounting and other records.

A Bookkeeper is usually employed or hired by a business to ensure all accounting records are kept in order and kept within regulatory and other guidelines or laws. Many business founders and entrepreneurs just do not have the time or even the wherewithal to manage records; thus, they solicit help from Bookkeepers.

Bookkeepers typically study Business Law, Business Finances, Financial Law, Economics, Accounting, Bookkeeping, Mathematics, and other similar business programs and topics of study. It is important that Bookkeepers are up to date on pending and current legislation governing acceptable Bookkeeping practices, as changes are not uncommon in Tax Laws and other Business Laws.

A Bookkeeper might work for small or large businesses; and as such, might focus on a particular segment of the business rather than manage the entire business' books.

Additionally, a Bookkeeper might opt to work as an independent contractor, hiring out to a client list for managing their books.

Bookkeepers need to be detail-oriented, organized, logical thinking, and methodical. Bookkeepers also need to have patience, persistence, and tolerance for lots of numbers and calculations.

Today, computer programs do much of the number crunching, but Bookkeepers are the ones who are responsible to ensure the programs in place are functioning adequately and within all applicable guidelines or regulations.

Significant Points

Bookkeeping, accounting, and auditing clerks held more than 2.1 million jobs in 2006 and are employed in every industry.

Employment is projected to grow as fast as the average due to a growing economy. The large size of this occupation ensures plentiful job openings, including many opportunities for temporary and part-time work.

Nature of the Work

Bookkeeping, accounting, and auditing clerks are financial recordkeepers. They update and maintain accounting records, including those which calculate expenditures, receipts, accounts payable and receivable, and profit and loss. These workers have a wide range of skills from full-charge bookkeepers who can maintain an entire company’s books to accounting clerks who handle specific tasks. All of these clerks make numerous computations each day and increasingly must be comfortable using computers to calculate and record data.

In small businesses, bookkeepers and bookkeeping clerks often have responsibility for some or all of the accounts, known as the general ledger. They record all transactions and post debits (costs) and credits (income). They also produce financial statements and prepare reports and summaries for supervisors and managers. Bookkeepers also prepare bank deposits by compiling data from cashiers, verifying and balancing receipts, and sending cash, checks, or other forms of payment to the bank. They also may handle payroll, make purchases, prepare invoices, and keep track of overdue accounts.

In large-companies’ accounting departments, accounting clerks have more specialized tasks. Their titles, such as accounts payable clerk or accounts receivable clerk, often reflect the type of accounting they do. In addition, their responsibilities vary by level of experience. Entry-level accounting clerks post details of transactions, total accounts, and compute interest charges. They also may monitor loans and accounts to ensure that payments are up to date. More advanced accounting clerks may total, balance, and reconcile billing vouchers; ensure the completeness and accuracy of data on accounts; and code documents according to company procedures.

Accounting clerks post transactions in journals and on computer files and update the files when needed. Senior clerks also review computer printouts against regularly maintained journals and make necessary corrections. They may review invoices and statements to ensure that all the information appearing on them is accurate and complete, and they may reconcile computer reports with operating reports.

Auditing clerks verify records of transactions posted by other workers. They check figures, postings, and documents to ensure that they are correct, mathematically accurate, and properly coded. They also correct or note errors for accountants or other workers to fix.

As organizations continue to computerize their financial records, many bookkeeping, accounting, and auditing clerks use specialized accounting software, spreadsheets, and databases. Most clerks now enter information from receipts or bills into computers, and the information is then stored either electronically or as computer printouts, or both. The widespread use of computers also has enabled bookkeeping, accounting, and auditing clerks to take on additional responsibilities, such as payroll, procurement, and billing. Many of these functions require these clerks to write letters and make phone calls to customers or clients.

Work environment. Bookkeeping, accounting, and auditing clerks work in an office environment. They may experience eye and muscle strain, backaches, headaches, and repetitive motion injuries from using computers on a daily basis. Clerks may have to sit for extended periods while reviewing detailed data.

Many bookkeeping, accounting, and auditing clerks work regular business hours and a standard 40-hour week, although some may work occasional evenings and weekends. About 24 percent of these clerks worked part time in 2006.

Bookkeeping, accounting, and auditing clerks may work longer hours to meet deadlines at the end of the fiscal year, during tax time, or when monthly or yearly accounting audits are performed. Additionally, those who work in hotels, restaurants, and stores may put in overtime during peak holiday and vacation seasons.

Training, Other Qualifications, and Advancement

Employers usually prefer bookkeeping, accounting, and auditing clerks to have at least a high school diploma and some accounting coursework or relevant work experience. Clerks should also have good communication skills, be detail-oriented, and trustworthy.

Education and training. Most bookkeeping, accounting, and auditing clerks are required to have a high school degree at a minimum. However, having some college is increasingly important and an associate degree in business or accounting is required for some positions. Although a bachelor’s degree is rarely required, graduates may accept bookkeeping, accounting, and auditing clerk positions to get into a particular company or to enter the accounting or finance field with the hope of eventually being promoted.

Once hired, bookkeeping, accounting, and auditing clerks usually receive on-the-job training. Under the guidance of a supervisor or another more experienced employee, new clerks learn company procedures. Some formal classroom training also may be necessary, such as training in specialized computer software.

Other qualifications. Experience in a related job and working in an office environment also is recommended. Employers prefer workers who can use computers; knowledge of word processing and spreadsheet software is especially valuable.

Bookkeeping, accounting, and auditing clerks must be careful, orderly, and detail-oriented in order to avoid making errors and to recognize errors made by others. These workers also should be discreet and trustworthy because they frequently come in contact with confidential material. They should also have good communication skills because they increasingly work with customers. In addition, all bookkeeping, accounting, and auditing clerks should have a strong aptitude for numbers.

Certification and advancement. Bookkeeping, accounting, and auditing clerks, particularly those who handle all the recordkeeping for a company, may find it beneficial to become certified. The Certified Bookkeeper (CB) designation, awarded by the American Institute of Professional Bookkeepers, demonstrates that individuals have the skills and knowledge needed to carry out all bookkeeping functions, including overseeing payroll and balancing accounts according to accepted accounting procedures. For certification, candidates must have at least 2 years of bookkeeping experience, pass a four-part examination, and adhere to a code of ethics. Several colleges and universities offer a preparatory course for certification; some offer courses online.

Bookkeeping, accounting, and auditing clerks usually advance by taking on more duties for higher pay or by transferring to a closely related occupation. Most companies fill office and administrative support supervisory and managerial positions by promoting individuals from within their organizations, so clerks who acquire additional skills, experience, and training improve their advancement opportunities. With appropriate experience and education, some bookkeeping, accounting, and auditing clerks may become accountants or auditors.

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