8 hours daily

12 months

 

#000645

 

 

POSITION TITLE	Invoice / Fixed Asset Clerk
SCHOOL/DEPARTMENT	Finance
SALARY	Salary Grade 61 plus supplement
FLSA STATUS	Non-exempt
REPORTS TO	Purchasing Supervisor and/or Finance Officer
SUPERVISES	None
WORK WEEK SCHEDULE	Monday - Friday
WORK HOURS	40
NUMBER OF MONTHS PER YEAR	12

 

POSITION PURPOSE:

 

Under general supervision, performs general bookkeeping and clerical work to ensure that all payments for Central Services and all schools are paid accurately and promptly once merchandise is received.  Work involves receiving invoices from outside vendors, matching invoices to purchase orders, and preparing a copy of each invoice and purchase order for Accounts Payable.  The employee is also responsible for troubleshooting problems related to purchases and payments for merchandise.  Work also involves reviewing all billing statements and credit memos.  The employee serves as a liaison between the requestor and the vendor when problems occur.  This position also involves the collection of information and processing of all Fixed Asset items within the school system.  These items are keyed into our state computer system and tagged.  They are compiled to create spreadsheets and a balancing process is done which creates a notebook for the School System Auditor.

 

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES

• Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from the obvious standard(s) of data, people, or things.
• Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.
• Requires the ability to read a variety of correspondence, forms, invoices, purchase orders, manuals, etc. Requires the ability to prepare correspondence, forms, logs, files, etc., using a prescribed format and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.
• Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
• Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and effectively and efficiently in Standard English.
• Requires the ability to utilize mathematical formulas; add and subtract; multiply and divide; determine percentages and decimals and compute discounts and interest.
• Requires the ability to inspect items for proper length, width, and shape.
• Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.
• Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.
• Does not require the ability to differentiate between colors and shades of color.
• Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
• Requires the ability to talk and hear; (Talking: expressing or exchanging ideas using spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.
• General knowledge of public sector purchasing principles, practices, and procedures.
• Some knowledge of state and school system rules, regulations, and laws regarding purchasing and the payment of invoices.
• Strong accounting skills
• Ability to maintain hard-copy files
• Ability to review forms and supporting documents for completeness and accuracy
• Ability to understand and follow oral and written instructions
• Ability to exercise tact, courtesy, and firmness in frequent contact with vendors
• Ability to establish and maintain effective working relationships as necessitated by work assignments
• Ability to work independently
• Strong computer knowledge

 

EDUCATION, TRAINING, AND EXPERIENCE

• Graduation from high school, supplemented by college-level work
• One (1) to two (2) years of experience in accounting-technical clerical work in a public school system preferred
• Any equivalent combination of training and experience that provides the required knowledge, skills, and abilities 

CERTIFICATION AND LICENSE REQUIREMENTS

• Must possess a valid driver’s license issued by the NC Department of Motor Vehicles

 

PREFERRED QUALIFICATIONS:

•  Data entry
• Collage level work in business or finance
• Three (3) or more years of experience in a business office or public school system–technical clerical work in a public school system.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

 

1. Organizes and maintains a filing system of purchase orders issued; receives purchase order copies from schools confirming merchandise is received.
2. Receives all invoices from outside vendors; matches invoices to purchase orders and confirms all items received.
3. Prepares a copy of each purchase order and matching invoice for Accounts Payable; distributes invoice copies to Central Services personnel and schools for their accounting purposes.
4. Serves as a troubleshooter for all schools and Central Services relating to purchasing and payment of merchandise; notifies supervisor of problem signs.
5. Initiates fixed asset forms and uses the information to key into our state computer system, balances this information, and creates spreadsheets for auditors.
6. Assists with the distribution of office mail.
7. Will perform other related work as required.

 

 

 

WORKING CONDITIONS
PHYSICAL DEMANDS	Work is considered light physical work requiring the exertion of up to 20 pounds of force.  Must be physically able to operate a variety of automated office machines including computers, adding machines, copiers, facsimile machines, etc.  Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time but may involve walking or standing for periods of time.
WORK ENVIRONMENT	Employees in this position are required to work in indoor and outdoor environments and come into direct contact with RCSS staff, students, and the public.

 

DISCLAIMER:  The above statements are intended to describe the general purpose and responsibilities assigned to this position.  They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position.  This description may be revised by the supervisor, with HR review and approval, any time.