Account Clerk II (Controller's Department)

• The Starting Rate for this position is $23.66 per hour
• 35 hours per week

POSITION SUMMARY:

The Account Clerk II position performs accounts payable functions in the centralized disbursement section within a large complex accounting office, processing high-volume data entry of constable cost sheets, invoices, interpreter reports, and other payment requests as needed.  Regularly works with confidential and HIPAA-restricted information.

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

• Reviews constable cost sheets, invoices, interpreter reports and other payment requests for proper authorization, supporting documentation, budget codes, accuracy, completeness, and compliance with applicable laws, regulations, and county policies.
• Performs data entry of constable cost sheets, invoices, interpreter reports and other payment requests into the ERP Oracle system. 
• Communicates with departments and vendors regarding invoice discrepancies, payment issues and related matters while providing excellent customer service to internal and external customers.
• Assists the Account Clerk III in validating receipts and expenditures against original purchase orders. 
• Assists the Account Clerk III in reviewing encumbered purchase orders for expenditures exceeding approved amounts and notifies the Purchasing Department and County departments regarding budget overages.
• Enters payment information into the financial system to establish and process payments
• Becomes fully knowledgeable in executing the weekly payment run in the absence of the Account Clerk III personnel.
• Assists Accounts Payable Manager with special projects and process improvements, including initiatives such as converting vendor payments from check to ACH.
• Sort, prioritize, and review incoming mail and documentation, including but not limited to invoices, purchase orders, travel reports and constable cost sheets 
• Assists with researching and resolving bank positive pay exceptions. 
• Researches vendor inquiries and provides timely and accurate responses.
• Daily operational and administrative support to the Account Clerk III as needed and directed by management.
• Assists and supports with weekly payment processing activities as needed and directed by management. 
• Other Accounts Payable duties and responsibilities as assigned by management.

MINIMUM EDUCATION AND EXPERIENCE:

• High school diploma or possession of a G.E.D. certificate from a recognized issuing agency.
• Minimum of two (2) years bookkeeping or accounting experience involving advanced record keeping responsibilities. Directly related business school or college courses may substitute for up to one (1) year of the required experience.
• Any equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to process a high volume of numerically detailed transactions with speed and accuracy, including performing mathematical computations and applying it with and without mechanical assistance. 
• Working knowledge of bookkeeping and basic accounting principles, practices and procedures.
• Knowledge of standard office procedures and operation of common office equipment.
• Proficiency in Microsoft Office applications and ERP systems, preferably Oracle.
• Ability to understand and follow oral and written instructions and technical or legal terminology.
• Ability to prepare and maintain financial and related records in a systematic, accurate and organized manner
• Strong organizational, prioritization and time management skills.
• Ability to work in a fast-paced, high-volume environment.
• Strong interpersonal and customer service skills with the ability to interact professionally with employees, vendors and the public.
• Demonstrated professionalism, integrity, honesty, and the ability to handle confidential information appropriately. 
• Ability to work independently, exercise initiative, and learn new tasks and procedures. 
• Ability to handle stress and maintain accuracy while managing multiple deadlines and competing priorities
• Physical presence in the office is required. 

PHYSICAL DEMANDS:

While performing the duties of this position, the employee is frequently required to sit, work with office machinery and talk or hear. Boxing 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.