Administrative Clerk III; Accounts Payable and Purchasing

Position: Administrative Clerk III (Accounts Payable and Purchasing)
This position provides support to both the centralized accounts payable function and the purchasing division with approximately 50% time allocated to each area. Accounts payable duties include processing transactions and maintaining internal controls to ensure the accuracy and integrity of payable data.  Purchasing duties include maintaining procurement project files, administering contracts, coordinating open records responses, and providing support to ensure the reliability of procurement records.

SCHEDULE

Days:
Monday - Friday

Work Hours:

8:00 am - 4:30 pm

Hours Per

Shift:  8

Shifts Per Pay Period:  10

Position FTE: 1.00

Applications are being accepted from current County employees as well as members of the public.  This job description reflects management's assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned.

Review accounts payable invoices for accuracy and compliance with County financial policies, researching and resolving any tax, account, vendor, or budget issue identified.

Process invoices for payment, preparing check and electronic ACH vendor payments.

Review and approve employee p-card transactions and process monthly statements, working with department p-card auditors to correct entries or obtain additional support.

Review and approve employee expense reimbursement requests to ensure compliance with County policies and assist employees with questions or corrections of entries.?

Serve as a backup for processing journal entry imports of departmental subsystem transactions.

Develop and maintain complete, accurate vendor documentation in financial software system and assist with determining appropriate IRS 1099 classification of vendors.

Provide support to County purchasing team by reviewing contract lists for renewal action and processing contract extensions, assisting in obtaining solicitation response documents and reports from e-sourcing software, performing debarment checks of contracted vendors, and assisting with the quarterly  transaction audit.

Coordinate and route contracts through the electronic signature system for all required approvals, ensuring timely review, proper execution, and compliant recordkeeping. Verify contract details for accuracy and completeness, resolve discrepancies, and track execution progress from initiation through final signature.

Maintain certificate of insurance files by obtaining and reviewing for completeness and adherence to established coverage requirements.

Fulfill open records requests for purchasing documents, review requested documents for confidential information as directed.

Maintain purchasing project files by establishing and maintaining project files for all purchasing projects, including the proper archival of completed project documentation and disposal of records in accordance with organizational retention policies.  

Distribute all approved purchase orders and ensure all purchase order change orders are properly posted and distributed when required.

Establish and maintain effective working relations with co-workers, departments, vendors and government agencies.

Answer departmental inquiries, phone calls, greet visitors and provide general information to the public or redirect to the appropriate staff members.

Demonstrate a commitment to county safety and risk management efforts.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or equivalent competencies, and two to three years of relevant prior experience. Proven experience in ability to multi-task and maintain accurate records.  Significant experience in using Microsoft Word and Excel or similar software required.  Proven skills in arithmetic with an ability to do mathematical calculations, look up a numbered item, or sort items in numerical order.

Knowledge,

Skills and Abilities

Knowledge of data input and retrieval procedures for computer systems.

Highly skilled in Microsoft Office 365 products, including Teams, Word, Outlook, and Excel.

Ability to record and deliver information to explain procedures and to follow oral and written instructions.

Ability to work independently and assume responsibility.

Ability to learn assigned tasks rapidly and follow established departmental procedures.

Ability to manage and resolve conflicts effectively.

Interactions and Communications

This position requires exceptional customer service skills. Strong written, verbal, and interpersonal skills required.

Decision Making

This position has authority to make decisions that are within documented procedures and protocols; supervision is available as required or requested. These decisions directly impact performance in the job and/or work unit within the department and information is…