Finance Clerk

posted Feb 15, 2019, 9:55 AM by Debra Williams-Baker

Socorro County

Job Description

 

Job Title:          Finance Clerk                                                                             Job Code:             1015

Division:          Operations                                                                                 Effective Date:     04/15

Department:     Finance                                                                                      Last Revised:       

 

GENERAL PURPOSE

 

Performs a variety of complex clerical duties as needed to assist in expediting, monitoring, and conducting county purchasing and procurement activities in order to assure prudent expenditure of county funds.

 

SUPERVISION RECEIVED

 

Works under the general supervision of the Purchasing Officer and Finance Director.

 

SUPERVISION EXERCISED

 

None

 

ESSENTIAL FUNCTIONS

 

1.        Oversees vendor contracts for invoice reconciliation and documentation; works with vendor records for County financial system; utilizes financial software to maintain records and transactions; prepares Detention Center invoicing.

 

2.        Receives and reviews purchase requisitions submitted to the purchasing office; reviews for specification accuracy and quality standards; evaluates appropriateness of quantity; examines method of pricing; determines method and procedure for soliciting quotes, such as telephone, written quote, or formal bidding.

 

3.        Confers with department personnel regarding purchasing needs, specifications, quality, quantities, and delivery requirements of merchandise; may conduct coordinating meetings between county departments and prospective suppliers to facilitate understanding of need and supplier capabilities; expedites orders as needed.

 

4.        Verifies availability of funds; assures proper use of codes and line item numbers; verifies proper supplier or vendors are utilized; makes recommendations related to product and supplier substitutions in order to save on cost or improve delivery.

 

5.        May assist to develop business relationships with various suppliers and vendors; negotiates for acceptable pricing; makes awards based upon bids or pricing information as allowed by policy, practice and precedent.

 

6.        Prepares, processes, and files purchase orders utilizing alpha or numeric code system; maintains files and records as needed to comply with generally accepted procurement principles, standards and statutes.

 

7.        Maintains computerized supplier lists; updates list by addition and deletion of suppliers; assigns supplier file or code numbers.

 

8.        Solves problems related to over-shipments, deliveries, shortages, changes, etc.; prepares correspondence as needed to obtain resolution; communicates policy and procedure changes.

 

9.        Maintains file of catalogs, price lists, and related reference materials for use by departments; assists with product research.

 

10.     Performs related duties as required

 

MINIMUM QUALIFICATIONS

 

1.             Education and Experience:

 

A. Two (2) years of work experience, preferably in a governmental purchasing system.

.         

OR

B.  An Equivalent combination of education and experience.

 

 

 

 

 

 

 

 

Finance Clerk, page 2

 

 

2.             Knowledge, Skills, and Abilities:

 

Some knowledge of various purchasing processes and procedures; principles common to effective and efficient procurement activities; cost analysis procedures; market pricing and cost control methods; personal computer operation and applicable software utilized in data base management activities; group processes and communication techniques; problem solving techniques and conflict resolution; basic bookkeeping and records management;  statistical analysis methods; standard office practices and procedures;  technical writing techniques;  interpersonal communication skills.  Operation of standard office equipment; mathematics and advanced accounting; interpersonal communication skills and telephone etiquette; public relations. 

 

Skill in the art of cooperative problem solving; in dealing with public and public relations issues; establishing and maintaining effective working relationships with State, Federal, and other local officials, elected officials, subordinate staff, and County residents; the operation of PC Computer, calculator, fax machine, copy machine, telephone.

 

Ability to operate standard office machines; perform complex record keeping functions; exercise initiative and independent judgment and to react resourcefully under varying conditions; communicate effectively verbally and in writing; work independently and deal effectively with stress caused by work load and time deadlines; establish and maintain effective working relationships with managers, executives, professionals, vendors, co-workers and the general public.

 

3.             Special Qualifications:

 

                Must pass FEMA/NIMS and ICS courses as required for the position, within a time frame designated by administration

                            

4.             Work Environment:

 

Typical office setting with typical climate controls.  Tasks require a variety of physical activities such as walking, standing, stooping, sitting, reaching, which do not generally require muscular strain.  Job functions normally require talking, hearing and seeing.   Common eye, hand, finger dexterity required for most essential functions.  Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving.

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