Accounting Clerk II (Fleet Services)

Fleet Services 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 :

• 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.

Minimum Qualifications, Additional Requirements and Supervisory Responsibilities :

Supervisory Responsibilities : None.

Minimum Qualifications & Additional Requirements :

Disclaimer :

This document does not create an employment contract, implied or otherwise.

Application Requirements :

Secondary Duties :

Knowledge, Skills and Abilities :

Physical Requirements :

The physical demand characteristics and activities indicated below are representative of those that will be required to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

YES

NO

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

For purposes of physical demands, the chart above subsumes the chart below.

Strength Level

Duration of lifting or carrying

Level of Strength

Sedentary work

Occasionally lifts up to 10 pounds. Frequently lifts an object weighing less than 1 pound. Constantly lifts objects with no weight. Spends less than 33% of the average workday standing.

Light work

Seldom lifts up to 11-25 pounds. Occasionally lifts up to 11-25 pounds. Frequently lifts 1 10 pounds. Constantly lifts objects with a weight of 1 pound or less.

Medium work

Seldom lifts up to 26-50 pounds. Occasionally lifts up to 26-50 pounds. Frequently lifts 11 25 pounds. Constantly lifts objects with a weight of 1 10 pounds.

Heavy work