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DESCRIPTION: Under direction of the Purchasing Agent, performs a variety of routine, repetitive, noncomplex clerical tasks which involve computing, classifying, verifying, and recording numerical data and the reconciliation of accounts, records, and documents to keep sets of financial records complete; does other related duties as required.
NOTE: The definition and examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed. EXAMPLES OF WORK: - 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; refers 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 as requested;
- 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 the creation 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 otherwise contacts vendors to initiate delivery of goods/services;
- Prepare 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 will submit 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 County website and/or procurement portal;
- Manages contract log and database, detailing all stages of the process and documents received, and allowing for proper planning for contract expirations to minimize any lapse;
- Participates in the usage, management, and distribution of P-Cards or Virtual Cards;
- Assist senior Purchasing staff and Finance office staff with duties as assigned;
KNOWLEDGE OF:- Office methods, practices, and equipment used in routine clerical and financial recordkeeping.
- 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.
- Add, subtract, multiply, divide, and calculate averages, percentages, discounts, and deductions.
- Compare numerical and verbal data, identify discrepancies, and correct simple computational errors.
- Understand, remember, and follow oral and written instructions.
- Maintain numerical and financial/contractual records in accordance with established procedures.
- Work with electronic and/or manual recordkeeping and information systems. Experience with these systems is preferred (Edmunds MCSJ, Microsoft 365 applications)
- To balance multiple tasks in a demanding environment.
- To effectively communicate with others in a supporting role looking to provide customer service and helpful assistance. The ability to read and write are critical in this field as tools of communication are vital to this position.
- Be capable of providing professional judgement in making independent decisions, where applicable, in the scope of assigned tasks/duties.
LICENSE: Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.
RATE: $22.34 per hour, Monday – Friday, 8:30 am – 4:30 pm (35 hours/week)
Benefits: Health, Pharmacy, and Dental Insurance, State Pension and Life Insurance, Paid Holidays, and Paid Time Off (Vacation, Sick, Personal)
Additional Voluntary Benefits: Vision Insurance, Health and Dependent Care Flexible Spending Accounts, Life Insurance, 457(b) Accounts, Credit Union Membership, and Tuition Reimbursement
EEOC
This title is classified and noncompetitive through Civil Service
Must be a resident of New Jersey. Preference given to Salem County Residents.
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