Account Clerk ll

POSITION SUMMARY

Under direction, the Account Clerk II assists the various departments with the purchasing of goods and services. This employee may assist the Purchasing Coordinator in the review of purchase requisitions for completeness, accuracy and compliance with existing policy and procedures to determine the most cost effective and efficient method of procurement to purchase the needed good/service. This employee may review invoices and update purchase orders as necessary for payment processing. This employee may also reconcile office supply, vehicle maintenance and other departmental statements to the invoices as well as update monthly billing spreadsheets for payment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Receipt of purchase requisition from department delegates.
• Verify accuracy of purchase requisition and authorization by Department Head.
• Accurately and consistently review/assign general ledger account numbers to purchase requisitions.
• Initiate purchase orders.
• Communication with vendors and schedule deliveries.
• Communicate with Departments to ensure accuracy of information.
• Communicate with Vendors to resolve account problems or receive information and maintain proper vendor relations.
• Review office supply orders, compare prices between vendors and process orders.
• Review vehicle maintenance invoices for accurate pricing and process departmental statements/invoices.
• Prepare the quarterly copier billing breakdown of charges to departments.
• Research vendors, collect pricing, specifications and other data related to goods and services.
• Enter purchase requisitions and create purchase orders.
• Schedule the semi-annual shredding service with departments and vendor.
• Request W-9 forms for new vendor accounts.
• Update and revise purchase orders as needed.
• Assist with telephones and walk-in traffic as needed.
• Other duties as assigned.

SUPERVISION RECEIVED:

Work is performed under the general day-to-day supervision of the Finance Director.

SUPERVISORY RESPONSIBILITIES:

N/A

EXPERIENCE, SKILLS, EDUCATION:

• Must have a minimum of two years of increasingly responsible recent work experience with purchasing or accounts payable in a highly automated system
• Associates Degree from an accredited college or university with a major in Accounting, Business or related field is required

- OR -

• A minimum of three (3) years increasingly responsible recent work experience in procurement of a wide range of commodities, equipment, professional services and supplies.
• Experience with the operation of Central Square/One Solution accounting software is preferred.
• Knowledge of modern purchasing methods, procedures and policies preferred.
• Must have working knowledge of spreadsheet and word processing software.
• Proficient in accounting software, i.e. Central Square or One Solution. Ability to reconcile financial reports or records; purchasing procedures. Knowledge of accounting principles, audit standards, budgeting; annual financial reporting; and IRS practices for Federal, State and Local. Knowledge of liability coverage and claims procedures.
• Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.
• Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.
• Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly; communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS;

• Ability to demonstrate predictable, reliable, and timely attendance.
• Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.
• Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.
• Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.
• Ability to use discretion and maintain sensitive and confidential information.
• Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.
• Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.
• Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.
• Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required. Proficiency may be tested.

CONDITIONS OF EMPLOYMENT:

• Prior to starting employment, the candidate must complete a satisfactory background check. The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
• Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to:

• Speak to others to convey information effectively.
• Read, interpret and understand procedures, rules, technical information, instructions and manuals.
• Hear and understand information presented through spoken words and sentences.
• Specific vision requirement includes close vision, distance vision, color and depth perception.
• Use hands to operate a computer, handle materials and operate equipment.
• Push or pull carts, reach with hands and arms forward, above and below shoulder level.
• Occasionally lift, move or carry objects, equipment and supplies weighing up to 35 pounds.
• Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.
• Stand and walk, climb stairs.
• Travel to various County departments when needed.

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not to be construed as an exhaustive list of all job requirements or duties performed. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER: It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.