POSITION SUMMARY:
Under general supervision, the
Account Clerk II – Plant Operations performs clerical tasks of moderate
difficulty in processing transactions, recording related accounting information
and work order requests submitted through the online work order management
system. The clerk in this class follows established procedures but exercises
judgment in performing accounting clerical operations, work order requests,
scheduling and performing deliveries. Work may also require analysis,
identification of trends and the preparation of regular and special reports.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Processing
daily invoices relating to purchases of materials or services from a major
group of vendors;
Maintaining
various records incident to vendor’s accounts;
Works
with vendors for orders, schedules and confirms deliveries;
Reconciles
and verifies invoices against purchase orders for accuracy and completeness;
Answers
high volume of technically oriented phone calls and serves as point of contact
for school based personnel;
Completes
the necessary data processing forms to effect payment;
Utilizes
a good knowledge of departmental operations, procedures, regulations and
policies to extract and summarize pertinent data from files and records to
prepare routing correspondence and to supply a variety of information to
callers;
Receives,
prioritizes and reviews work orders, forms, reports and other material for
completeness and accuracy, follows up to correct discrepancies, and ensures proper
routing;
Answers
inquiries about items ordered, scheduled for delivery and received, or provides
data to answer such inquiries;
Maintains
statistical, financial and other records; prepares routine periodic and special
report for administrative purposes by researching, assembling and analyzing data
, identifying trends and compiling same into required reporting form;
Prepares
requests for receiving reports, financial or statistical data; sets up and
arranges material in appropriate format; keys data into a recording media for
retrieval;
Manages
web based Global Connect voice messaging system;
Updates
and maintains personnel emergency contact list;
Provides
financial information to Director and supervisory staff for budget projections;
Preparing
routine reports as required; and
Performs other related duties as assigned.
QUALIFICATIONS:The requirements listed below are representative of the knowledge, skill, and/or ability required.
Knowledge
of online work order management system;
Knowledge
of technology (computer and/or mobile device) to enter materials, labor hours,
status and details of the work done in the online work order management system;
Ability
to construct and run reports;
Knowledge
of Microsoft Office, Excel and PowerPoint;
Ability
to understand and follow oral and written instructions;
Ability
to transmit oral messages clearly and accurately via radio and telephone;
Knowledge
of office terminology, procedures and equipment;
Ability
to operate with considerable independence and work with deadlines;
Skill
in data entry and retrieval;
Ability
to maintain clerical records and to prepare reports from such records;
Ability
to deal with the public tactfully and courteously and to work harmoniously with
other employees;
Good
judgment in making minor decisions in accordance with established procedures,
regulations and policies;
Good
oral and written communications skills;
Ability
to establish and maintain effective working relationships with employees;
Good
interpersonal skills using tack, patience and courtesy; and
Deemed as essential personnel may be required to work day, night or weekend
hours to meet the operational needs of the department.
EDUCATION and/or EXPERIENCE REQUIREMENTS:
High School Diploma required; five (5)
years of experience with databases and use of technology, computers and
software, preferably in the assigned function area.
CERTIFICATION REQUIREMENTS:
None Required.
SUPERVISORY RESPONSIBILITIES:
No direct supervisory responsibilities.
PHYSICAL DEMANDS:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
WORKING ENVIRONMENT:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
ADDITIONAL INFORMATION:
Deemed as essential personnel may be required to work day, night or weekend hours to meet the operational needs of the department.