Accounting Assistant I/II Examination
Candidate Preparation Guide
March 2015
Accounting Assistant I/II Candidate Preparation Guide, 2015
Table of Contents
TABLE OF CONTENTS................................................................................................................ 2
ACCOUNTING ASSISTANT I/II CANDIDATE PREPARATION GUIDE OVERVIEW......... 3
DUTIES & RESPONSIBILITIES OF AN ACCOUNTING ASSISTANT I/II ............................. 3
THE ACCOUNTING ASSISTANT I/II SELECTION PROCESS AND EXAMINATION ........ 4
Phase 1: Check-In Period:........................................................................................................... 4
Phase 2: Paper-based Written Test .............................................................................................. 5
Phase 3: Computer-based Written Test ....................................................................................... 6
Sample Test Questions ........................................................................................................... 7
Phase 4: Check Out: .................................................................................................................... 9
WHAT TO EXPECT DURING THE ACCOUNTING ASSISTANT I/II EXAMINATION
PROCESS ....................................................................................................................................... 9
GENERAL TEST TAKING TIPS .................................................................................................. 9
LOCATION OF THE ACCOUNTING ASSISTANT I/II EXAMINATION.............................. 11
PERSONNEL BOARD OF JEFFERSON COUNTY CHEATING RULE ................................. 11
NOTIFICATION OF SCORES .................................................................................................... 11
CONTACT INFORMATION....................................................................................................... 12
REASONABLE ACCOMMODATIONS .................................................................................... 12
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Accounting Assistant I/II Candidate Preparation Guide, 2015
Accounting Assistant I/II Candidate Preparation Guide Overview
The Personnel Board of Jefferson County (PBJC) is pleased that you are interested in a
job as an Accounting Assistant I/II within the Jefferson County Merit System. In order to
determine your eligibility as a candidate for hire, you must participate in an examination
process for this classification. The PBJC has created this preparation guide to
familiarize you with the position of an Accounting Assistant I/II as well as the testing
procedures for the classifications. It is our hope that increasing your familiarity with the
examination process will eliminate uncertainty and reduce anxiety that can sometimes
be experienced in testing situations. However, please remember that you will not be
allowed to take this guide with you to the examination.
Since the Accounting Assistant I and II jobs contain many of the same knowledge, skills,
and abilities needed to be successful, the selection processes were collapsed into one
test. Therefore, individuals eligible for both jobs only need to take one test. However,
since some of the knowledge, skills, and abilities are either more or less important to
performing the duties of each job (either Accounting Assistant I or Accounting Assistant
II), some components of the examination may be weighted differently depending on the
job applied for (e.g., mathematics counts 20% for Accounting Assistant I versus 30% for
Accounting Assistant II). As such, it is possible for individuals who are eligible for both
jobs to receive two different scores on the examination. Additional information
regarding the test is listed on the following pages.
Duties & Responsibilities of an Accounting Assistant I/II
The following information is provided in order to assist you in determining whether you
are able and willing to perform the job of an Accounting Assistant I/II. An individual’s
expectations of the job before he or she is selected for the position often differ from
what he or she experiences once on the job, which can result in low levels of job
satisfaction. This information is designed to help applicants make more accurate
judgments about their interest in working as an Accounting Assistant I/II.
The following information was gathered through a process of interviews, meetings, and
surveys with Accounting Assistant I/II incumbents from various jurisdictions throughout
Jefferson County. Through this effort, the PBJC explored what is typically done on the
job, as well as the knowledge, skills, abilities, and other characteristics (KSAs) that a
person needs to possess in order to successfully perform the work. Although not for
everyone, a career as an Accounting Assistant I/II is both challenging and rewarding. If
you decide to pursue a career in this field, you will be expected to perform the work
behaviors described below.
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Accounting Assistant I/II Candidate Preparation Guide, 2015
The following are several work behaviors frequently performed by an Accounting
Assistant I/II:
•
•
•
•
•
•
•
Inputs information into computer system or spreadsheet
Responds to questions from the public or businesses concerning a variety of
topics
Reconciles various statements, accounts, and reports
Verifies the accuracy and completeness of information
Reviews and proofs the work of others for accuracy and completeness
Establishes files and records to be maintained
Operates office equipment such as fax machines, scanners, printers and copiers
The Accounting Assistant I/II Selection Process and Examination
Development of the Accounting Assistant I/II selection process was based on an
extensive analysis of the job and significant input from persons who are currently
Accounting Assistant I/II’s in the Merit System. The process was designed to measure
the basic KSAs required to succeed as an Accounting Assistant I/II. The selection
process consists of a written examination with five sections. The test and the
administration process are described in detail below.
The test will be administered on Friday, March 13th at the Personnel Board of
Jefferson County Testing Facility located in downtown Birmingham at 2121 Reverend
Abraham Woods Jr. Blvd, Birmingham, AL 35203. You should have already signed up
for a test time through the on-line system described in your letter of eligibility for the
exam. If you have not done so, please follow the instructions provided in that letter and
sign up for one of the available test times.
It is necessary that you arrive to participate in the examination at your scheduled checkin time. The examination will take approximately two and a half hours to complete;
however, you should plan to be on site at the testing facility for up to three and a half
hours. Each phase of the testing process is described below.
Phase 1:
Phase 2:
Phase 3:
Phase 4:
Check-In Period
Computer-based Written Test
Paper-based Written Test
Check-Out
Phase 1: Check-In Period:
The purpose of check-in is to record your attendance at the examination and to track
you throughout the examination process. You will report to the 2nd Floor of the 2121
Building for check-in. Upon arrival, you will first be asked to provide valid government
issued photo identification (e.g., driver’s license, passport). You will then be asked to
provide your signature on the check-in roster. In addition, you will be asked to read and
sign a confidentiality statement.
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Accounting Assistant I/II Candidate Preparation Guide, 2015
NO communication devices or electronic devices such as cell phones, tablets,
pagers, i-pods, or mp3 players are allowed on the premises. If you have these
items with you, you will be asked to return them to your vehicle as these items
are NOT permitted on the testing floor. We will not confiscate them.
After checking in, you may be required to wait up to an hour before you begin the
examination process. While you may be required to wait, it is mandatory that you arrive
at your designated check-in time. If you miss your appointed check-in time, you will
not be allowed to make up the exam.
Phase 2: Paper-based Written Test
In the second stage of the process, you will be escorted to a testing room with a group of
candidates where you will take the written exam. You will be given detailed instructions
along with scratch paper, a calculator, scantron sheet and the written test. You will be
given approximately 45 minutes to complete the test. If you finish before the time has
expired, you may review your answers, but should otherwise quietly remain seated.
Once the time for taking the paper-based written test has expired, you will be escorted to
Phase 3 of the exam.
The written exam consists of approximately 50 multiple choice questions. The
following Knowledge, Skills, and Abilities (KSAs) are measured by the written exam:
•
Microsoft Word- Skill in using Microsoft Word. (Questions will be applicable
regardless of the version you use.)
•
Reading- The ability to read and understand information and ideas presented in
writing. The ability to read and understand written sentences and paragraphs.
The ability to understand and carry out written directions.
•
Organization- Skill in organizing information, materials, and/or documentation in
a systematic and logical manner.
•
Office Equipment- Skill in operating modern office equipment.
Phase 3: Computer-based Written Tests
In the third stage of the process, you will be escorted to a testing room with a group of
candidates where you will take two computer-based written exams covering the job
relevant areas of mathematics and customer service. You will be given detailed
instructions on the computer for each test along with scratch paper, a calculator, and
writing instruments. You will be given about an hour to complete both portions of the
test. If you finish before the time has expired, you may review the answers to the test
before hitting the “submit” button. Once you are finished, you will be permitted to
check out with the test monitor and leave the facility.
The customer service exam consists of approximately 30 multiple choice questions. The
mathematics exam consists of approximately 30 open-ended response questions. The
following Knowledge, Skills, and Abilities (KSAs) are measured by these exams:
•
Math- Knowledge of basic mathematics (addition, subtraction, multiplication,
division and percentages). The ability to add, subtract, multiply, or divide quickly
and correctly.
•
Customer Service - Skill in maintaining a positive working relationship with
coworkers and customers through comfortable and appropriate interpersonal
interaction. The ability to manage and resolve conflicts with coworkers and/or
customers.
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Accounting Assistant I/II Candidate Preparation Guide, 2015
Sample Written Test Questions
Please note that the example items are not comprehensive of the types of items you will
be required to answer.
Microsoft Word - Example Question
Portrait and Landscape refer to:
A.
B.
C.
D.
Page Orientation
Paper Size
Page Columns
Page Zoom
The correct answer is A.
Reading – Example Question
Please read the information presented below and answer the following question:
Today is Tuesday, August 15th. Your supervisor, Tonya Davis, has left you instructions
to call David Jones and schedule a meeting with him for next Wednesday, August 23 rd
for any time after 2:00p.m. Before you contact Mr. Jones you are told to pick up the
letters off of the copier and take them to the office of Shannon Bentley. You should also
call and schedule a conference room in the Jackson Annex for a meeting to be held on
August 21st. You are told to contact Lionel Haynes with any problems reserving the
room.
With whom are you scheduling a meeting on August 23rd?
A.
B.
C.
D.
Mr. Jackson
David Jones
Lionel Haynes
Tonya Davis
The correct answer is B.
Organization – Example Question
Please choose the sequence that is in correct alphabetical, numerical or chronological
order.
A. 11/27/04; 11/11/05; 11/09/04; 12/11/06; 12/21/05
B. 02/13/08; 02/23/07; 01/11/06; 01/13/07; 01/29/06
C. 11/09/05; 11/27/05; 11/11/06; 12/21/06; 12/11/07
D. 12/11/05; 12/13/06; 12/29/05; 01/13/07; 01/23/06
The correct answer is C.
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Accounting Assistant I/II Candidate Preparation Guide, 2015
Office Equipment – Example Question
Which option on a copier would you use to create multiple, ordered copies of a
document?
A.
B.
C.
D.
Collate
1 sided – 2 sided
Reduce
Sort
The correct answer is A.
Math – Example Question (open-ended)
An office phone costs $75. The price was reduced by $15. What is the discount rate?
The correct answer is 20%
Customer Service – Example Question
A customer walks into the office and asks for the deadline to file a permit application.
You do not know the answer. It would be best for you to do which of the following?
A.
B.
C.
D.
Tell the person what you think the answer might be.
Refer the person to your supervisor.
Say that you are not allowed to give out that information to the public.
Inform the person that you don't know but will find out.
The correct answer is D.
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Accounting Assistant I/II Candidate Preparation Guide, 2015
Phase 4: Check Out:
After finishing, you will check out of the exam with the test monitor at the front of the
room. You will again be asked to sign a roster so that we can confirm that you have
completed the entire examination process. It is important that you do not discuss the
examination with anyone. Providing information about the examination would be unfair
to yourself and to others taking the Accounting Assistant I/II exam.
What to Expect During the Accounting Assistant I/II Examination Process
•
The actual test exercises will take approximately two hours to complete.
However, due to facility and staffing limitations, only a certain number of
candidates will be able to go through the testing process at any one time.
Therefore, you may have to wait for as long as one hour BEFORE you begin the
test. Please be patient and understand that there will be NO EXCEPTIONS to the
procedures set by the Personnel Board for the administration of this examination.
You will NOT be allowed to leave the test site once you arrive at Check-In unless
you disqualify yourself and withdraw from testing. This includes leaving to feed a
parking meter, purchase food, or make phone calls.
•
Once the exam begins, you can alert a test monitor if you need to use the rest
room. However, doing so will reduce the time you have available to complete the
test.
•
Test Monitors will not interpret or explain test questions for you; however, they
can assist you with any problems, such as mechanical difficulties or equipment
breakdowns or problems with your writing utensils.
•
Plan on bringing your own beverages and food to snack on. Due to the
potential waiting period described above, you may want to bring reading
materials as well. The Personnel Board will supply all other necessary testing
materials including calculators, pencils, erasers, and scratch paper.
General Test Taking Tips
• Come prepared.
Bring all the materials you will need, such as your picture ID. You must bring a
PHOTO ID to the exam location. You will not be allowed to enter the exam location nor
take the Accounting Assistant I/II exam without your PHOTO ID. Being prepared will
also help you focus on the task at hand. Leave all electronic devices at home or in
your vehicle. You will not be allowed to enter the testing facility if you have any
electronic devices with you. Please DO NOT BRING any cell phones, pagers, or
other electronic communication devices. If you bring any such device with you, you will
be asked to return the item to your vehicle before you can check-in.
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Accounting Assistant I/II Candidate Preparation Guide, 2015
If anyone needs to contact you while you are taking the examination, please have them
contact the front desk of the Personnel Board at (205) 279-3500. A message will be
taken and the information will be relayed to the test administrators who will then notify
you. Please note this for EMERGENCY CALLS ONLY.
• Have a positive attitude.
Approach the test as you would approach a difficult task. It might be tough, but you can
do it! A positive attitude goes a long way toward success. Remind yourself that you are
well prepared and are going to do well.
• Get plenty of rest.
The night before the test, you should get to bed early. In fact, get a good night’s sleep
for several nights in a row before the test. Remember, your brain and body need sleep
to function well, so do not stay up late!
• Eat breakfast.
You think more clearly when you have a full stomach; therefore, do not skip breakfast
the morning of the test.
• Dress Comfortably.
Be sure to dress comfortably when you come to the exam. You may be there for up to
three and a half hours. You will not be evaluated based on your appearance, although
professional attire may help put you in the appropriate mindset for the exam.
• Arrive early for your scheduled check-in time.
Allow adequate time for parking at the test facility. Candidates who arrive late for their
check-in time will not be permitted to take the test.
• Make sure you have all necessary materials.
Before the test begins, make sure you have everything you will need to successfully
complete the examination process. Also, make sure you have all pages of the test
instructions, so that you understand what to do.
• Listen to and read all instructions.
Listen to all instructions from the test administrators and read all instructions
contained in the test. You want to make sure you are performing the tasks correctly. If
you cannot hear or understand the instructions, ask one of the administrators to repeat
the information.
• Stay relaxed and confident.
If you feel anxious before or during the test, take several slow, deep breaths to relax.
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Accounting Assistant I/II Candidate Preparation Guide, 2015
Location of the Accounting Assistant I/II Examination
The examination is scheduled to be held on the 2nd floor of the 2121 Building located at
2121 Reverend Abraham Woods Jr. Blvd., Birmingham, AL 35203 (downtown
Birmingham, formerly 8th Ave North).
• You are to report to the 2nd Floor Testing Facility on Friday, March 13th at the
check-in time for which you signed up.
Parking is available at the BJCC parking deck across from the Sheraton. Metered
parking may be available on the street; however, you will not be permitted to leave the
test once you have checked in. You are responsible for your own parking. You may
want to arrive at the test site early in order to park and walk to the facility. If you arrive
late to the Candidate Check-In room, you will NOT be permitted to enter the
facility and take the test!
Personnel Board of Jefferson County Cheating Rule
The Personnel Board has a strict “no cheating” rule. If you are caught cheating during
any component of the examination, you will receive a zero and be immediately
disqualified and escorted from the premises. In addition, you will be barred from taking
any future merit system examinations (Rule 9.14).
Notification of Scores
You will be notified of your score by email. When you receive your test score notice, it
will include your final score on the exam as well as your preliminary rank. This rank is
tentative and may change if there is any change to candidate’s scores during the appeal
period.
If you successfully pass the test, your name will be added to an eligible register of
candidates. Your name will be placed in rank order according to your score on the
written test. Names are sent to departments with vacancies throughout Jefferson
County according to rank on the test. (Keep in mind that your rank will improve as other
individuals are selected and hired off of the eligible register.) The life of the Accounting
Assistant I/II register is approximately one year. If, during that period, you would like to
see if your rank has changed, you may call our automated system at (205) 279-3400.
The various jurisdictions for which there are openings for the Accounting Assistant I/II
positions may wish to conduct background checks, criminal record checks, or further
selection procedures to review candidates. After the eligible register has been released
to these jurisdictions, you must contact them for further information about your status in
the selection process.
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Accounting Assistant I/II Candidate Preparation Guide, 2015
Contact Information
It is important to keep your contact information such as your email, mailing address and
phone number up-to-date. If you have a change of email, mailing address or phone
number, you can go to www.JobsQuest.org, ‘login’ to your account in the Personnel
Board application system, then go to ‘edit application’ to change your contact
information. Contact information can also be updated by calling (205) 279-3500.
Should you have any questions or concerns regarding this material or the examination
process, please contact Ryan Lillard at ryan.lillard@pbjcal.org or (205) 279-3568.
Reasonable Accommodations
Persons requiring special conditions to accommodate a disability in the examination
process, must notify the PBJC in writing by the date indicated on the invitation notice.
The accommodation request can be sent via email to cynthia.parker@pbjcal.org or by
mail or hand-delivery to:
Personnel Board of Jefferson County Attn: Cynthia Parker
2121 Building, Suite 100
2121 Rev. Abraham Woods, Jr., Blvd.
Birmingham, AL 35203
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