Account Clerk – Purchasing

County of Salem•Salem, NJ

9d•Onsite

About The Position

Under the direction of the Purchasing Agent, this role performs a variety of routine, repetitive, and noncomplex clerical tasks. These tasks involve computing, classifying, verifying, and recording numerical data, as well as reconciling accounts, records, and documents to maintain complete financial records. The position also includes other related duties as required. Please note that the specific duties may vary for an individual in this role, and not all listed duties may be performed by every position with this title.

Requirements

Knowledge of office methods, practices, and equipment used in routine clerical and financial recordkeeping.
Knowledge of basic arithmetic principles and mathematical functions used in accounting-related tasks.
Ability to perform routine, repetitive clerical and numerical tasks with accuracy and attention to detail.
Ability to add, subtract, multiply, divide, and calculate averages, percentages, discounts, and deductions.
Ability to compare numerical and verbal data, identify discrepancies, and correct simple computational errors.
Ability to understand, remember, and follow oral and written instructions.
Ability to maintain numerical and financial/contractual records in accordance with established procedures.
Ability to work with electronic and/or manual recordkeeping and information systems.
Ability to balance multiple tasks in a demanding environment.
Ability to effectively communicate with others in a supporting role, providing customer service and helpful assistance.
The ability to read and write are critical.
Be capable of providing professional judgment in making independent decisions, where applicable, within the scope of assigned tasks/duties.
Must be a resident of New Jersey.
Preference given to Salem County Residents.

Nice To Haves

Experience with Edmunds MCSJ, Microsoft 365 applications is preferred.
Experience with electronic and/or manual recordkeeping and information systems.

Responsibilities

Examines, verifies, and posts routine accounting and clerical entries to journals, ledgers, and other records to ensure accuracy, completeness, and proper documentation.
Performs routine arithmetic calculations, including extensions, percentages, discounts, deductions, and tabulations, by hand or with the use of office machines.
Prepares and maintains records of purchase orders, disbursements, noncomplex deductions, remittances, refunds, and overpayments.
Reviews vouchers, invoices, requisitions, bills, and receipts to ensure required approvals are obtained, account codes are accurate, and transactions comply with established guidelines and budgetary limitations, referring discrepancies to higher-level staff.
Maintains inventory, asset ledgers, and stock records, tracking the quantity, type, and value of merchandise, materials, equipment, vehicles, and supplies on hand.
Posts accounting information to transaction forms or systems in accordance with established accounting classifications and funding codes.
Prepares vouchers, invoices, and assists in the preparation of routine financial and periodic reports.
Assists in compiling financial/contract data for use in budget requests, financial statements, or other reports.
Maintains organized records and files using established, routinized procedures.
Provides routine information to staff and the public in person or by telephone.
Learns and utilizes electronic and/or manual recordkeeping and information systems used by the agency, office, or related units.
Obtains information directly from vendors or potential vendors and creates entries within the Accounting/Purchasing System.
Processes requisitions for procurement of materials, supplies, equipment, or services.
Reviews requisitions for compliance with state laws/regulations, as well as county policy.
Reviews, edits, and compiles information from requisitions to prepare purchase orders.
Places orders and contacts vendors to initiate delivery of goods/services.
Prepares resolutions for the governing body to consider at their bi-monthly meetings.
Performs clerical work involved in the preparation and distribution of contracts following award.
Ensures orders have correct quantities and prices billed, and submits invoices for payment.
Organizes, scans, and files documents in paper or through digital platforms (Microsoft, OnBase, Procurement Portal) in accordance with retention policies, department contracts, supporting documents, correspondence, purchasing manual, etc.
Submits advertisements to newspapers as required by law, and/or posts information to the County website and/or procurement portal.
Manages contract log and database, detailing all stages of the process and documents received, allowing for proper planning for contract expirations to minimize any lapse.
Participates in the usage, management, and distribution of P-Cards or Virtual Cards.
Assists senior Purchasing staff and Finance office staff with duties as assigned.