Account Clerk II (Controller's Department)

POSITION SUMMARY: 

The Account Clerk II position  p erforms accounts payable functions in the centralized disbursement section within a large complex accounting office, processing a high volume of invoices, purchase orders, constable cost sheets, and travel expense reports for payment. Regularly works with confidential and HIPAA-restricted information.

POSITION RESPONSIBILITIES:

Essential Functions

1. Examine invoices, purchase orders, travel expense reports, and constable cost sheets for proper authorization, documentation, budget code, accuracy, completeness, and conformance to laws, regulations, and county policies to ensure correctness. 
2. Interacts with departments and vendors on problem invoices and provides customer service to internal and external customers.
3. Validate receipts and expenditures to the original purchase order. Reviews encumbered purchase orders for expenditures more than approved amounts and notifies the Purchasing Department and County department of the exceeded budget amount.
4. Enters payment information into the computer system to set up the payment.
5. Sort, prioritize, and review incoming invoices, purchase orders, travel reports, constable cost sheets by department, discount periods, due dates, and terms of payment.
6. Tracks all utility bill payments on spreadsheets. 
7. Research vendor information inquiries providing prompt answers.
8. Issues and maintains vendor information in the computer system.
9. Processes stop payment requests and issue replacement checks.
10. Issues handwritten checks per procedures.

MINIMUM EDUCATION AND EXPERIENCE:

• High school diploma or possession of a G.E.D. certificate from a recognized issuing agency.
• At least two (2) years experience in bookkeeping, accounting or secretarial assignments involving advanced record keeping (directly related business school or college courses may be substituted equally for up to one (1) year experience).
• Any equivalent combination of experience and training that provides the required knowledge skills and abilities.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to process a high volume of numerically detailed items with speed and accuracy, to determine correct mathematical computations and apply it with and without mechanical assistance. 
• Skills in use and application of various office equipment, computer skills, proficiency with Microsoft Office products, ERP systems, preferably Oracle. Ability to touch type.
• Ability to understand and follow oral and written instructions and technical or legal terminology.
• Ability to prepare financial and other records in a systematic, neat, easy-to-
• read manner.
• Working knowledge of basic accounting theories and practices and mastery of accepted office procedures.
• Ability to work in a fast-paced environment.
• Physical presence in the office is required.
• Ability to handle stress.

PHYSICAL DEMANDS:

Boxing of voucher files at the end of the year requires lifting 20 lbs.

WORKING ENVIRONMENT:

Normal office environment.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.