Accounting Clerk II; Fleet Services

Accounting Clerk

JOB OBJECTIVE:
To review and process purchase requisitions, process invoices and maintain files and records related to the payment of vendors for the Department of Fleet Services.

• Receives, reviews, and processes invoices for all Department of Fleet Services purchases; compares invoices to packing slips to ensure all items were received before payments are reviewed and released by Department of Finance; reviews documents for accuracy, and processes for payment in compliance with all applicable federal, state, and local laws, guidelines, policies, and regulations.
• Calculates departmental expenses by utilizing a spreadsheet software to determine appropriate payment amounts; codes invoices with appropriate vendor numbers, accounts and expense codes to ensure invoices are charged to the proper budget accounts.
• Enters invoice data in the computerized financial/accounting system for the payment and processing of invoices; notifies appropriate personnel of deficiencies in budget accounts.
• Reviews and processes requisitions for payment of Departmental invoices in compliance with established procedures, policies and regulations.
• Reviews and monitors invoices, requisitions, vendor statements and other accounting related files and records to correct differences in statements; reconciles and resolves difference with the vendors; forwards issues to Fleet Financial Manager if not resolved.
• Reviews invoices received from divisions to ensure appropriate signatures and coding is correct in the Departmental Asset Management System.
• Performs sample audits of the quarterly inventory process to ensure accuracy and compliance with departmental policies and procedures.
• Establishes and maintains hard copy and computer files and records of invoices, payments, purchase requisitions, vendors and related information; scans, stores, indexes, and retrieves invoice‑related documents utilizing records imaging system software.
• Delivers bank deposits to the bank and invoices to the Department of Finance.
• Answers questions and provides information to vendors regarding invoices, payments and account balances.
• Operates a computer, utilizing word processing or spreadsheet software in the performance of essential job functions.
• Operates a City pool automobile in the performance of essential job functions.

None.

These knowledge, skills, and abilities are usually, although not always, acquired through completion of high school; two (2) years of experience in bookkeeping or a related area; one (1) year of general clerical experience. Equivalent combinations of education and experience will be considered.

• Must possess a valid Arkansas Class D (Non-Commercial Vehicle) Driver's License before employment and maintain licensure for the duration of employment in this position.
• Must be available to work nights, holidays, and weekends and respond to emergency calls as required.

• Online applications only
• Applicant's answers to supplemental questions will be used to screen for minimum qualifications electronically.
• Please include a complete work history when completing application. Work history may impact initial salary offer amount for the successful candidate.
• List of qualified applicants will be considered active for up to six (6) months and may be used to fill future openings with same or similar minimum qualifications.
• All communication regarding application status will be sent to candidates via text message/ email address listed on account.
• Applicants may check application status for any position by logging into their account or contacting Human Resources at  if they are having computer difficulties.

• Prepares reports regarding the number of invoices received and related information.
• Provides assistance to Accounting Specialist by gathering information for special projects as required.
• Serves as backup to other clerical employees as assigned.
• Represents the Department by serving on various committees as assigned.
• Performs other related duties as required.