Job ID
100063
Location
Downtown
Full/Part Time
Full\-Time
Exempt from Classified Service
No
Minimum Rate
37820\.59
Min Pay Frequency
Yearly
Maximum Rate
62745\.25
Max Pay Frequency
Yearly
Regular/Temporary
Regular
Minimum Qualifications
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- Using the scanning software, validate and add predefined indexes (Vendor Invoice \#, Invoice Amount,
- Review indexes previously entered by another staff member, add additional coding (PO, when present); subsequently, determine the Invoice Type (Direct 'non\-PO', PO, or Construction Payment) and route the invoices via electronic workflow to the proper department for review, coding and authorization.
- Process the final review and generation of the invoice financial data in INFORMS and Construction modules so payment can be generated and sent to the vendor.
- Supervision and assistance are received from a technical or administrative superior who reviews and finalizes the work for legibility and finishes product, adherence to established procedures, and the completion of assigned workload.
- Communicate with vendors on inquiries or issues such as invoice clarity, vendor name and invoice discrepancies, and clarification/confirmation on identifying department who is being billed.
- Clerical support for records management. Retrieving files for customers (both internal and external), properly filing, handling moving record boxes that may weigh up to 70lbs., and disposal of records, as defined in Clerk of Courts Certification.
- Receive and prepare invoices\-Review quality of invoice for legibility of financial information needed and remove staples, iron out wrinkles, repair torn pages, and inspect numbering for completeness; sort by invoice paper type (single/multi page, carbon copy paper, double sided and various paper size invoices, etc.); prepare batches and add batch covers and separator sheets.
- Assist Shared Services Imaging Clerk \- Operate a scanner and scanning system to verify/assure all images of financial records are complete and legible and to assure image quality is equal to or superior to the original document.
- Assist with special projects assigned by supervisors. Performs related work as required.
- Knowledge of content management system(s) and records management policies and procedures (types of governmental records).
- Knowledge of the operating principles and maintenance needs of scan machines and related photocopy equipment.
- Some knowledge of accounting principles to properly identify the vendor and corresponding vendor record in INFORMS, as well as all financial structures (Department Codes, Index codes, Sub Object, Projects, Grants, User Codes, etc.), and departmental accounting procedures to assure proper completion of payment process.
- Skill in the operation of basic scanning and ability to maintain assigned production standards and workflow.
- Ability to understand and follow verbal and written instructions. Ability to make minor adjustments to scan equipment and system to handle invoices that require special handling due to clarity of invoice format and paper.
- Ability to do routine clerical work including filing and records retrieval.
High school diploma or GED. One year of advanced clerical experience to include accounting, records management, business or related field.
Preferences
Familiarity with computer data entry, Accounts Payables, Accounting software/hardware, Bookkeeping, Scanning and/or other electronic content management systems experience is preferred.
Recruitment Notes
ESSENTIAL DUTIES AND RESPONSIBILITIES
Invoice Date, and Vendor Name.
KNOWLEDGE, SKILLS, AND ABILITIES
WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS
Primarily office\-based, with potential for remote or hybrid work (as approved by Manager), depending on organizational policy, position, and job duties. These arrangements are subject to change at any time.
NOTE
This description is a representative summary of major job duties. Additional responsibilities may be assigned as necessary.