Fiscal Clerk

JOB DESCRIPTION: Accounts Payable Fiscal Clerk

POSITION TITLE: Fiscal Clerk

DEPARTMENT/DIVISION/SECTION: Controller’s Office/Accounting Division

REPORTS TO: Manager of Accounts Payable Operations

MINIMUM REQUIREMENTS: High school graduate with basic knowledge of database processing. Competency with extensive computer, telephone and adding machine/calculator use. Proficiency in using Microsoft Office programs. Willingness to participate in training and the ability to learn a variety of accounts payable functions.

POSITION SUMMARY: The role of the fiscal clerk in the Accounting Division of the Controller's Office is to ensure that submissions of contracts, purchase orders, vouchers, and travel reimbursements are audited and processed efficiently and accurately according to the policies and requirements of the Allegheny County Controller's Office.

DUTIES: With training, a fiscal clerk may be assigned to any one of the accounts payable sections within the Controller's Office. Cross‑training may be encouraged across multiple sections, meaning that employees may need to understand multiple roles in the workflow process. Employees may be assigned both primary and secondary tasks and roles. The main section duties are as follows:

Pre‑Processing:

· Create and maintain database of all W‑9s on file in Controller's Office.

· Perform maintenance of the vendor database and the assignment of vendors in the initial stage of the accounts payable cycle.

· Receive "stale date" report from Treasurer's Office.

· Input information pertaining to all check processing of special payments, including purchase orders and re-issuance of stale checks.

· Maintain Constable's database, including updating insurance.

· Receive, review, and update Constable documentation and prepare for invoicing and payment.

· Review inputs and documentation prior to submission or preparation of a purchase order.

· Follow‑up on purchase orders returned to departments for additional information Void escheated payments/ checks.

· Process Local Services Taxes.

· Process all miscellaneous vouchers.

· Prepare warrant run authorization for Court Records, Wills/Orphans, and Department of Real Estate.

Contracts:

· Receive, review, and track contracts and letter agreements entered into throughout Allegheny County's governmental departments and offices.

· Acknowledge receipt of and track all incoming contacts by entering dates into action tracking database.

· Enter pertinent information into database about contractual agreements including verification of appropriate insurances and authorized signatures ensuring Executive Actions are complete.

· Extend contracts as required and update modifications to contracts in system.

· Oversee public opening and tabulate bids submitted for Public Works projects.

· Create purchasing contracts.

· Input item master contracts into JDE to update or create new item numbers.

· Input all vouchers and contracts into system for payment.

· Email executed contracts to responsible departments.

· Scan and index all incoming contracts.

· Develop and maintain working knowledge of DocuSign programs.

· Audit all contracted vouchers.

· Audit all purchase order requisitions and encumbrances to verify amount totals on invoices, requisition papers, and JDE for consistency.

· Review contracts to verify that revisions and extensions have been made and invoices and vouchers are in accordance with the contract before payment approval.

Audit & Verification:

· Audit NOC vouchers and invoices to ensure validity.

· Audit employee travel reimbursement related expenditures.

· Audit all DHS vouchers on NOC and contract in On Base.

· Ensure timely and accurate processing of all relevant and necessary documents for payment on ongoing, rolling basis.

· Identify mistakes or errors in payment documentation and return to appropriate parties for correction.

· Ensure information is correct (invoice number, supplier number, and total to be paid).

· Responsible for overseeing pressure‑sealing of all checks being sent out of the Controller's Office.

· Contact department representatives for check pick‑up and mail all County checks with necessary attachments and documentation.

Other Tasks:

· Prepping and scanning of all incoming documents.

· Typical office duties, such as answering phones and filing documents.

· Weekly filing of documents in Controller's Office vault, including bi‑annual vault clean‑up.

· Election payment processing.

· Maintain cross‑training to effectively perform all relevant job duties, as needed.

KNOWLEDGE, SKILLS, ABILITY:

· Work independently.

· Be detail‑oriented and organized.

• Maintain regular attendance and punctuality.
• Cultivate inclusive and respectful working relationships.
• Respond to changing priorities and accomplish a multitude of tasks in a timely fashion without close supervision.
• Recognize problems, identify alternative solutions, and make appropriate recommendations.
• Effectively communicate policies, procedures, and other information relevant to the position both verbally and in writing.

· Assist with the training of peers, as needed.

· Answer phones and make calls in a professional manner.

· Use of Microsoft Office products, in particular Teams, Outlook, Word and Excel.

· Use 10 key adding machine/calculator and understand multi‑screen accounting programs (JDEdwards knowledge a plus).

· Learn and work comfortably with enterprise content and process management software and database management programs (Onbase and Docusign experience a plus).

· Retain information (accounting principles and government regulations) and build on accounts payable knowledge.

· Represent the Controller's Office in inter‑ and cross‑departmental communication.

SUPERVISION RECEIVED:

Manager of Accounts Payable Operations

SUPERVISION EXERCISED:

None

WORK ENVIRONMENT:

Hybrid office/remote; office is in downtown Pittsburgh

PHYSICAL DEMANDS:

Sitting, standing, able to lift 30 lbs

CERTIFICATES/LICENSES:

None

SALARY:

This is an hourly, union position with a starting rate of $20/hour

Job Type: Full-time

Pay: $20.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid sick time
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

People with a criminal record are encouraged to apply

Work Location: In person