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Form of work
SalaryDescription
This is responsible for general office work performing a variety of clerical duties learned through previous experience or on the job training. Among several tasks and duties, the candidate will be responsible for reviewing AP batches, pre-processing check runs, entering new vendors, AP filing, distributing mail, reconciling ledgers, processing payments, among other tasks.
Employees are hired as AT WILL employees that serve at the pleasure of the City and may be terminated at any time with or without cause.
Examples of Duties
Reviewing Accounts Payable batches from other departments.
Producing a pre-check run data by reviewing general expenditure accounts and payable
accounts.
Entering AP batches to produce payment to suppliers or vendors.
Preparing Check Run reports.
Reconciling and analyzing computer subsidiary systems to fund management system.
Identifying general expenditures and recognize the corresponding expenditure ledger.
Correcting through Journal Entries, any errors on expenditure ledgers.
Work various assignments, including any combination of general assignments; computer input, general office duties, process of mail, receptionist, cashiering and record keeping activities.
Input and update various data and information in computer.
Type statements, tabulations, purchase orders and other material from copy or rough draft.
Analyze and reconcile vendor and supplier statements.
Monthly Reconciliation of Golf and Tennis inventories
Monthly Reconciliation of P-Cards (TDBank)
Monthly Credit Card Refund Reconciliations
Weekly Wire Review and Processing
Process vendor applications.
Operate standard office equipment, copy machines and personal computers.
Sort and file correspondence, reports and other materials alphabetically, numerically or by other established classifications; assemble and verify record-keeping data and maintain records.
Complete and mail routine forms or forms letters; open, sort and distribute mail.
Place and receive telephone calls; route calls as required; serve as receptionist answering routine inquiries, screen and refer office visitors.
Make simple arithmetic calculations manually or with the use of calculating machine; compute date from requisitions, listing, time reports or other records; assemble data in appropriate form for use in completing required reports.
This position does not have final procurement authority.
Performs other related work as required and directed.
Typical Qualifications
Extensive knowledge of Accounts Payables, invoicing and payment procedures.
Extensive knowledge of Excel, Word is required.
Knowledge of accounting basics is required.
Knowledge of business English, spelling, punctuation and arithmetic is required.
Knowledge of modern office practices and procedures is required.
Knowledge of office computer usage, software, and spreadsheet applications is required.
Ability to follow instructions and to complete work assignment correctly, accurately and in a timely manner is required.
Ability to analyze and interpret invoices, process them for payment and follow policies in place to produce payments.
Ability to file vendor records, and ensure the proper documentation is attached.
Ability to learn how to process vendor applications and its components.
Ability to make arithmetic computations/tabulations accurately and with reasonable speed.
Ability to input and update data and information into a computer using standard keyboard.
Ability to use a manual adding machine.
Ability to analyze simple equations between debits and credits.
Ability to maintain a pristine and organized final work as well as into work areas.
Ability to adhere to tight schedules and still maintain work quality.
Ability to stablish and maintain effective working relationship with other employees, city
officials and general public.
Excellent customer service is a must.
Excellent skill in key punch, 10 keys, typing and clerical skills.
Experience in data entry, general office or related clerical work is a must.
Graduation from a standard high school or an equivalent recognized certification is a must.
Currently enrolled in accounting career is a plus.
Bilingual is a plus.
DESIRABLE EXPERIENCE AND TRAINING
Graduation from a standard high school or an equivalent recognized certification. Some experience in data entry, general office or related clerical work. Any equivalent combination of education, training or experience may be considered.
Work Environment
This is a designated "Will-Call Recovery" classification in the City's Emergency Operations Plan and will require the employee occupying this position to work for declared emergencies. Attendance at National Incident Management System (NIMS) training at the appropriate level is mandatory.
