Accounting Clerk II

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.

Essential Functions & Supervisory Responsibilities

• 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.
  

Supervisory Responsibilities

None.

Minimum Qualifications & Additional Requirements

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.

Additional Requirements

• 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.
  

Application Requirements

• 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 (501) 371-4590 if they are having computer difficulties.
  

Secondary Duties

• 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.
  

Knowledge, Skills And Abilities

• Knowledge of standard office practices and procedures.
• Knowledge of proper filing and record keeping systems.
• Knowledge of bookkeeping principles and practices.
• Familiarity with basic accounting terminology and principles.
• Familiarity with spreadsheet software utilization.
• Skill in the operation of a computer, utilizing word processing, spreadsheet, or data base software.
• Skill in the operation of a computer terminal.
• Skill in the operation of a desk calculator.
• Skill in the operation of an automatic transmission vehicle.
• Ability to maintain financial files and records.
• Ability to maintain hard copy and computer filing and record keeping systems.
• Ability to compile data and prepare reports.
• Ability to perform mathematical calculations rapidly and accurately.
• Ability to perform considerable amounts of detailed work.
• Ability to review invoices and purchase requisitions for accuracy.
• Ability to prepare purchase requisitions.
• Ability to compute the cost of fees, fines, and other charges.
• Ability to communicate effectively, both orally and in writing with the general public, vendors and other employees.
  

Physical Requirements

• Work involves lifting, pushing, pulling or carrying 40 pounds or more.
• Work involves the operation of earth?moving equipment or commercial motor vehicles.
• Work involves the operation of non?commercial motor vehicles.
• Work involves the operation of tools such as axes, shovels, sling blades.
• Work involves the operation of motorized equipment such as chain saws, power saws, jackhammers, lawn mowers, tractors.
• Work involves balancing, bending, climbing, stooping, twisting, or reaching out in unusual positions.
• Work involves sitting for long periods of time.
• Work involves running, standing, or walking over a long period of time.
• Works above ground or floor level, such as on stools or ladders.
• Works in a relatively high average degree of temperature over a long period of time.
• Work involves considerable physical exertion of the whole body over a long period of time.
• Work involves exposure to hazardous conditions.
• Work requires near vision (20 inches or less).
• Work requires distance vision (20 feet or more).
• Work involves detection of color differences.
• Work involves determination of the correct location of a sound, such as footsteps.
• Work involves hearing and understanding conversation or sounds.
• Work involves speaking/talking.
  

Strength Level, Duration of lifting or carrying, Level of Strength, Sedentary work, Light work, Medium work, Heavy work, Very Heavy work.

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