Administrative Clerk III (Accounts Payable and Purchasing)

About the role

This position provides support to both the centralized accounts payable function and the purchasing division with approximately 50% time allocated to each area.

Responsibilities

• Review accounts payable invoices for accuracy and compliance with County financial policies, researching and resolving any tax, account, vendor, or budget issue identified.
• Process invoices for payment, preparing check and electronic ACH vendor payments.
• Review and approve employee p-card transactions and process monthly statements, working with department p-card auditors to correct entries or obtain additional support.
• Review and approve employee expense reimbursement requests to ensure compliance with County policies and assist employees with questions or corrections of entries.
• Serve as a backup for processing journal entry imports of departmental subsystem transactions.
• Develop and maintain complete, accurate vendor documentation in financial software system and assist with determining appropriate IRS 1099 classification of vendors.
• Provide support to County purchasing team by reviewing contract lists for renewal action and processing contract extensions, assisting in obtaining solicitation response documents and reports from e-sourcing software, performing debarment checks of contracted vendors, and assisting with the quarterly Amazon.com transaction audit.
• Care for contracts by coordinating and routing contracts through the electronic signature system for all required approvals, ensuring timely review, proper execution, and compliant recordkeeping.
• Maintain certificate of insurance files by obtaining and reviewing for completeness and adherence to established coverage requirements.
• Fulfill open records requests for purchasing documents, review requested documents for confidential information as directed.
• Maintain purchasing project files by establishing and maintaining project files for all purchasing projects, including the proper archival of completed project documentation and disposal of records in accordance with organizational retention policies.
• Distribute all approved purchase orders and ensure all purchase order change orders are properly posted and distributed when required.
• Establish and maintain effective working relations with co-workers, departments, vendors and government agencies.
• Answer departmental inquiries, phone calls, greet visitors and provide general information to the public or redirect to the appropriate staff members.
• Commit to county safety and risk management efforts.

  Qualifications

  • High school diploma or equivalent competencies, and two to three years of relevant prior experience.
  • Proven experience in ability to multi-task and maintain accurate records.
  • Significant experience in using Microsoft Word and Excel or similar software required.
  • Proven skills in arithmetic with an ability to do mathematical calculations, look up a numbered item, or sort items in numerical order.