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Position Description Questions
Begin: “Tell me about the responsibilities for the job.”
End: “Is there anything else this person will be doing?”
Be sure to ask about the “Personality of the department.
For example: is the best candidate one who is a quiet,
heads-down worker or a more social, outgoing, talkative
candidate? Asking the question will help personalize your search.
Use this outline as a guide to get more details regarding the
specific job requirements.
ACCOUNTING CLERK
How much accounting do they need to know? (DEBIT vs. CREDIT?)
What % of their time will be spent doing DATA ENTRY?
Will they be doing any filing?
How much training are you able to give?
How much experience do you require?
ACCOUNTING CLERK
ACCOUNTS PAYABLE SPECIALIST / CLERK
Will they be MATCHING, CODING & BATCHING invoice?
What VOLUME of invoices will they process weekly?
What % of time will be spent doing DATA ENTRY?
Will they be VOUCHERING?
Will they be POSTING & RECONCILING A/P to the General Ledger?
Will they be preparing JOURNAL ENTRIES?
Will they be responsible for CHECK PREPARATION?
How many “CHECK RUNS” IN A WEEK? How many checks in each
run?
How many VENDORS, or what DOLLAR VOLUME will they work
with?
Will they have VENDOR CONTACT?
Will they work with BILLS OF LADING?
Will they process TIME & EXPENSES (EXPENSE REPORTS)?
What SPREADSHEET program will be used? What level of
proficiency will they need?
Will they prepare MANUAL CHECKS?
Will they process EXPENSE REPORTS?
Will they need to know how to take DISCOUNTS?
Will they be involved in MONTH END CLOSE?
ACCOUNTS PAYABLE SPECIALIST / CLERK
ACCOUNTS RECEIVABLE SPECIALIST / CLERK
Will they be preparing INVOICES?
How many invoices will they prepare per week?
What % of their time will be spent doing DATA ENTRY?
Will they do CASH APPLICATIONS or POSTING CASH?
Will they prepare BANK DEPOSITS?
Will they be handling any CASH? (This requires a signed waiver.)
Will they prepare CHARGE BACKS and CREDIT MEMOS?
Will they have VENDOR CONTACT?
Will they be POSTING & RECONCILING A/R to the General Ledger?
Will they be preparing JOURNAL ENTRIES?
Will they be preparing AGING REPORTS?
Will they be responsible for the LOCKBOX?
What SOFTWARE will they use?
What SPREADSHEET program will be used? What level of
proficiency will they need?
Will they prepare the aging for your Collections Department?
Will they be doing COLLECTION CALLS? (If so, what % of their day
will be spent collecting?)
Will experience with CHARGE BACKS or FACTORING be required?
ACCOUNTS RECEIVABLE SPECIALIST / CLERK
CREDIT SPECIALIST
Will this cross over with Collections? (If so, refer to Collections
questions.)
Will they be writing and sending LETTERS OF CREDIT?
Do you have set CREDIT LIMITS? How is that decided?
Will they be doing CREDIT CHECKS?
Will they be EXTENDING credit to your clients? (Vendor contact?)
How much money will they be responsible for?
Will they need to work with D&B, TRW, Bank and Trade Reports?
Are they responsible for LOSS RATIOS?
What SOFTWARE will they be using?
What SPREADSHEET program will be used? What level of
proficiency will they need
CREDIT SPECIALIST
BOOKKEEPER or FULL CHARGE BOOKKEEPER
Will they be responsible for A/P & A/R? (If so, refer to A/P & A/R
questions.)
Will they be doing any PAYROLL?
Will they RECONCILE all accounts to the GENERAL LEDGER?
Will they be doing any BANK RECONCILIATIONS? How many
accounts?
How many checks are in the largest account to be reconciled?
Will they be doing all of their JOURNAL ENTRIES?
Will they POST JOURNAL ENTRIES to the GENERAL LEDGER?
Will they RECONCILE the GL thru TRIAL BALANCE or all the way
through FINANCIALS?
Will they work directly with the CPA firm?
Will they PREPARE FINANCIAL STATEMENTS? Monthly or
Quarterly?
Will they be doing any TAX WORK? (Sales & Use, Corporate,
Property, Payroll, etc.)
Will they assist in SPECIAL PROJECTS? Please elaborate on the
details of the project.
What SOFTWARE will they be using?
What SPREADSHEET program will be used? What level of
proficiency will they need?
BOOKKEEPER or FULL CHARGE BOOKKEEPER
PAYROLL CLERK / PAYROLL SPECIALIST
ADP = DOS/Windows CPP = Highest Designation
How Many employees are in your company?
How many people are in your payroll department? What’s the breakdown
per person for processing? 100, 300, 500 employees?
Do you process MULTI-STATE payroll?
Will they audit time cards? How many?
Will they do data- entry of time cards?
How are your employees paid? Hourly/Non Exempt? Salaried/Exempt?
Commission only?
Will they be processing payroll for any Independent Contractors?
Will they figure OVERTIME and SHIFT DIFFERENTIALS?
How OFTEN are your employees paid? Weekly? Bi-weekly? Monthly?
Do they need experience with GARNISHMENTS or UNIONS?
Will they handle PERSONNEL RECORDS, PENSIONS, or PROFIT-SHARING?
Will they be required to track vacation, sick time, worker’s comp,
insurance or commissions?
Will they handle DISABILITY CLAIMS and INSURANCE CLAIMS?
Will they have VENDOR CONTACT?
Will they prepare EXPENSE REPORTS & BONUSES?
What SOFTWARE will they be using?
What SPREADSHEET program will be used? What level of proficiency will
they need?
Will they prepare PAYROLL DEPOSITS?
Will they complete 1099’s (subcont), 940’s (annual), 941’s (qtly), W-2’s or
PAYROLL TAX RETURNS?
Will they POST and RECONCILE payroll to the General Ledger?
Will they use and OUTSIDE SERVICE to prepare their payroll? What will
they need to assist the outside service?
PAYROLL CLERK / PAYROLL SPECIALIS
Jr. ACCOUNTANT
(This is the MOST entry-level person WITH an Accounting Degree)
Will they be responsible for A/P & A/R? (If so, refer to A/P & A/R
questions.)
Will they do BANK RECONCILIATIONS? For how many accounts?
Will they prepare JOURNAL ENTRIES?
Will they do any ACCOUNT ANALYSIS?
Will they assist in SPECIAL PROJECTS? Please elaborate on the
details of the project.
What SOFTWARE will they be using?
What SPREADSHEET program will be used? What level of
proficiency will they need?
Jr. ACCOUNTANT
STAFF ACCOUNTANT
Will they perform ACCOUNT ANALYSIS and prepare JOURNAL ENTRIES?
Will they prepare ACCOUNT RECONCILIATIONS?
Will they be doing any BANK RECONCILIATIONS?
Will they prepare TRIAL BALANCE?
Will they prepare the MONTH-END CLOSING & ADJUSTING ENTRIES?
Will they assist with FINANCIAL STATEMENT PREPARATION?
What reports will they need to generate?
Will they do BANK RECONCILIATIONS? For how many accounts?
Will they work with FIXED ASSETS and/or DEPRECIATION schedules?
Will they prepare TAX RETURNS? (sales, state, property, excise, payroll,
corporate or partnership?)
Will they work with your AUDITORS? What will their role be?
What SOFTWARE will they be suing
What SPREADSHEET program will be used? What level of proficiency will
they need?
STAFF ACCOUNTANT
SENIOR ACCOUNTANT
Will they be RECONCILING A/P & A/R to the G/L?
Will they do BANK RECONCILIATIONS? For how many accounts?
Will they prepare TRIAL BALANCE?
Will they prepare the MONTH-END CLOSING & ADJUSTING ENTRIES?
Will they prepare FINANCIAL STATEMENTS? (Consolidated Financial
Statements?)
Will they work with PROFIT & LOSS Statements?
Will they work on FIXED ASSETS on DEPRECIATION SCHEDULES?
Will they do any TAX WORK? (Corporate, Sales & Use, Multi-State, etc.)
Will they work with INTERCOMPANY ACCOUNTS?
Will they prepare CASH FLOW REPORTS?
Will they be involved in BUDGETING & FORECASTING?
What SOFTWARE will they be using?
What SPREADSHEET program will be used? What level of proficiency will
they need? (Will they need to write MACROS)
Will they SUPERVISE staff? What positions?
To what extent will they interact with the Controller/Accounting Manager?
SENIOR ACCOUNTANT
FINANCIAL ANALYST
Tell me exactly what this person is responsible for?
What kind of financial FORECASTING will they be doing?
Will they be working on BUDGETS? How often? What Kind? (Capital
expenditures for the department, division, entire corporation, etc.)
What type of accounts will they be ANALYZING? (Income or Balance
Sheet)
Will they be working with MULTIPLE SETS of Books?
Will they be doing RATIOS?
Will they perform VARIANCE ANALYSIS?
Will they perform RISK ANALYSIS?
Will they be involved with any MERGER & ACQUISITIONS ANALYSIS?
What SPECIAL PROJECTS will they be involved with?
Do they need a DEGREE? If so, do you prefer if they have a DEGREE IN
FINANCE or ECONOMICS?
What SOFTWARE w ill they be using?
What SPREADSHEET program will be used? What level of proficiency will
they need?
Will they be working with DATABASES such as ACCESS?
FINANCIAL ANALYST
CONTROLLER / ACCOUNTING MANAGER
What is the STRUCTURE of your ACCOUNTING DEPARTMENT? (How many
accounting employees and in what positions? What are their reporting
relationships?)
Do they need to be a CPA?
What % of time will be dedicated to SUPERVISION of Accounting Staff?
BUSINESS PLANNING or “HANDS-ON ACCOUNTING” (if “hands –on”, refer
to Senior Accountant questions.)
Will they perform SEC work? Filing 10K & 10Q’s (if Company is public.)
What SPECIAL PROJECTS will they be involved with?
What SOFTWARE will they be using?
What SPREADSHEET program will be used? What level of proficiency will
they need?
CONTROLLER / ACCOUNTING MANAGER
COST ACCOUNTANT
Will they be working with a STANDARD , JOB or PROCESS cost system?
Will they perform VARIANCE ANALYSIS?
Will they perform OVERHEAD PATES?
Will they be responsible for PHYSICAL INVENTORY?
Will they analyze RAW MATERIALS, WIP & FINISHED GOODS?
Will the DESIGN and/or IMPLEMENT cost systems?
Will they be doing ANALYSIS WORKS?
Will the SUPERVISE staff?
Whom do they report to?
What SOFTWARE will they be using?
What SPREADSHEET program will be used? What level of proficiency will
they need?
COST ACCOUNTANT
TAX ACCOUNTANT
Which tax returns will they prepare?
o Corporate, Franchise, Partnership, Consolidated, SUBS
o Multi-state, Sales & Use, Excise, Payroll, Property
What is the NUMBER of RETURNS they will be working on at one
time?
How LARGE is the CORPORATION?
Are they responsible for TAX PLANNING?
Will they work with a CPA firm or strictly in-house?
Will they PREPARE FOREIGN TAX RETURNS?
Will they RESEARCH FOREIGN TAX MATTERS?
Will they prepare CASES for the I.R.S.?
Will they be Supervising Staff? How many?
What SOFTWARE will they be using?
What SPREADSHEET program will be used? What level of
proficiency will they need?
TAX ACCOUNTANT
AUDITORS
Is this an INTERNAL or EXTERAL audit?
What exactly will they be auditing?
Will there be any travel involved?
What level of experience are you looking for?
Are there INTERCOMPANY ACCOUNTS?
Will they be working independently or with others?
Will this be a BROAD audit or will it be for a specific area?
Will they be auditing any taxes?
Will they be making any recommendations?
Will there be any prior year reports to follow?
AUDITORS