COUNTY AUDITOR'S OFFICE - ACCOUNT CLERK

Account Clerk, County Auditor

The Account Clerk, County Auditor under direct supervision, is responsible for reconciling various financial records to established balances, developing basic financial reports, accurately posting data in the financial system, processing accounts receivable billings and to identify and correct posting errors using computer spreadsheets. The work of this class is structured and seldom varies. It is performed in accordance with established guidelines.

Minimum Qualifications

Acceptable Experience and Education

High School Diploma with three (3) years Accounts Payable experience to include bookkeeping and two (2) years general office work; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Certificates, Licenses and Other Requirements

In order to access the County's network and systems, a personal mobile smart device is required by the hire start date.

Typical Duties

Essential Duties

Reviews and processes direct voucher, purchase order payables, and bills for payment; reviews payment approvals and proper invoices for each voucher and purchase order, Reviews documents posted in the financial system and processing all payable vouchers timely and accurately; obtains the proper documentation and acknowledgements in order to process invoices for payment in a timely manner. Reviews and process general billing invoices in the financial system, maintaining proper documentation and records to ensure proper payment processing. Assists in processing of refund vouchers in the financial system in order to process for payment in a timely manner. Monitors and addresses past due accounts by contacting vendors for invoices and County departments for receiving acknowledgements in order to pay invoices in a timely manner; Maintains purchase order, contracts, and invoice into filing systems and a status log; Organizes and files financial reports; Maintains a filing system for financial information, files and records (ex: copies of paid invoices, checks, documentation, reimbursements, reports, etc. Verifies vouchers payables and other financial documents posted in the financial system for accuracy; reviews the documents posted; creates a journal voucher; identifies and corrects data entry errors; processes payable vouchers that require special transaction codes. Reviews, approves, and processes purchase requisitions; reviews for consistency and conformity with county guidelines and policies; posts to the proper account; cancels purchase requisitions when necessary; responds to department requests for processing emergency requisitions and provide purchase requisition posting assistance when needed; Verifies departments invoices for accuracy identifying and or tracking unusual transaction based on established policies and regulatory guidelines; check for duplicate payments; responds to invoice and payment inquiries in a prompt manner; Prepares, routes, processes and follows up on purchase orders and or invoices to county departments for approval of payment; verifies purchase orders, prices, and quantity to vendor invoices; submits purchase order increase requests; researches and prepares purchase orders; Cancels purchase orders as necessary and approved; payment authorization of certain purchase orders; Contacts departments for confirmation of receipt of materials or services; Reviews and processes travel expenditure vouchers as needed; Researches and resolves any outstanding balances on accounts; Sorts and distributes incoming and outgoing mail, to include: invoices, statements, receiving copies of purchase orders, credit vouchers, etc.; Reviews, researches and reconciles vendor statements to determine account status; Responds to vendor payment inquires; Assists other co-workers with their job duties during their absence from work (out sick or on vacation); Files and makes copies of a variety of paperwork; Performs research for special projects when needed; Compiles statistical information, reports and data; Scans documents through various imaging systems to provide documentation across multiple areas of the financial system; Responds to questions or requests for information; Participates in indexing incoming records and the maintenance of archived records and files; Participates in the annual inventory process for the department; Keeps track and compiles County Auditor's staff training records and hours and submits to Human Resources; Performs clerical duties such as phone answering, interdepartmental mail pick-up and delivery, processing and distributing of incoming mail; Assists in the processing of payments received by mail.

Other Important Duties*

Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations; Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts; and Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills. Performs such other related duties as may be assigned. As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor.

Additional Information

Minimum Requirements: Knowledge, Skills, and Abilities Knowledge of: Financial systems; basic accounting principles; processes of accounts payable and receivable; English usage, grammar, punctuation and spelling; techniques for effective interpersonal communications; modern office procedures, methods and computer equipment to include Windows and Microsoft based products. Skill/Ability to: Make arithmetical computations quickly and accurately; operate standard office equipment which may include computers and calculators; communicate, read, understand and follow written and oral instructions; use computerized accounting systems; prepare data in proper format for data entry; understand and maintain financial accounting files or other record systems; recognize and correct computational errors; accurately compare, post and transfer numbers; understand transactions in terms of accounting codes and classifications; prepare routine and special financial reports; communicate effectively by phone or in person; learn County accounting systems; understand the various accounts payable division processes; have organizational skills, interpersonal skills, analytical and problem solving; have computer skills to include spreadsheets and word processing programs ;time management skills to meet deadlines; multitask and work under time constraints; operate general office equipment; prepare and maintain records; maintain filing systems; be dependable and self-motivated; and establish and maintain cooperative and effective relationships with those contacted during the course of work; Pass a Criminal Background Check; Each and every county position requires the following professional skills and abilities as key and necessary elements of performance:

• Demonstrate regular and reliable attendance;
• Work well with others and participate fully in a team oriented environment;
• Interface with other employees and customers in a courteous and respectful manner;
• Maintain strict confidentiality;
• Project positive support of their department and all county organizations at all times; and,
• Maintain and enhance the County's commitment to customer service excellence

Organizational Relationships

Reports to: Manager

Directs: This is a non-supervisory position

Other: Has contact with vendors, other County of El Paso Departments, Sheriff's staff, Elected Officials, Department heads, Juvenile Justice Department staff, entities that provide services to the County, contractors, city government offices and various school districts, the general public, and other county employees