Accounting Clerk II (Fleet Services)

City of Little Rock (AR)•Little Rock, AR

44d

About The Position

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.

Requirements

completion of high school
two (2) years of experience in bookkeeping or a related area
one (1) year of general clerical experience
Must possess a valid Arkansas Class D (Non-Commercial Vehicle) Driver's License before employment and maintain licensure for the duration of employment in this position.
Must be available to work nights, holidays, and weekends and respond to emergency calls as required.
Knowledge of standard office practices and procedures.
Knowledge of proper filing and record keeping systems.
Knowledge of bookkeeping principles and practices.
Familiarity with basic accounting terminology and principles.
Familiarity with spreadsheet software utilization.
Skill in the operation of a computer, utilizing word processing, spreadsheet, or data base software.
Skill in the operation of a computer terminal.
Skill in the operation of a desk calculator.
Skill in the operation of an automatic transmission vehicle.
Ability to maintain financial files and records.
Ability to maintain hard copy and computer filing and record keeping systems.
Ability to compile data and prepare reports.
Ability to perform mathematical calculations rapidly and accurately.
Ability to perform considerable amounts of detailed work.
Ability to review invoices and purchase requisitions for accuracy.
Ability to prepare purchase requisitions.
Ability to compute the cost of fees, fines, and other charges.
Ability to communicate effectively, both orally and in writing with the general public, vendors and other employees.

Responsibilities

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.
Prepares reports regarding the number of invoices received and related information.
Provides assistance to Accounting Specialist by gathering information for special projects as required.
Serves as backup to other clerical employees as assigned.
Represents the Department by serving on various committees as assigned.
Performs other related duties as required.