Alpha Rae

Account Clerk 3 (49598)

1 month ago
# of Openings
Length of Assignment
Thru 6/29/18
Working Hours
M-F 8:00AM - 4:30PM
Pay Rate
Area of City
Downtown Indianapolis


Receiving is the first step in the payment process and a requirement under Encompass, which ensures that payments being made match the related invoice and purchase order.  Incumbent performs a variety of moderately complex tasks and duties to process and record departmental purchasing documentation and other associated administrative tasks and clerical support.


  • Assist with purchase requests in the Encompass system to generate purchase orders.
  • Place orders with vendors where necessary.
  • Ensure payments being made match the related invoice, purchase order and Encompass financials.
  • Receive purchase orders by verifying the information is correct and entering data into Encompass.
  • When the purchase order has been received, provide documentation and record the receipt number on the purchase order.
  • Ensure incorrect purchase orders or invoices are forwarded to Purchasing or Accounting for corrections.
  • Enter data into Filemaker database for tracking purposes.
  • Open and distribute mail for division personnel.
  • Review, evaluate, and suggest corrections/changes to requisitions from the field for confirming and QPA purchases under $500.
  • Distribute purchase orders and other documents to properties within a reasonable time frame.
  • Provide clerical support to Purchasing and Asset Management staff members.
  • Submit and follow up on vendor clearance checks to the Departments of Revenue and Workforce Development.
  • Fax information to vendors and properties as requested.
  • Distribute timely and accurately incoming faxes and correspondence.
  • Assist with ordering and restocking office supplies.
  • Answer questions from the field regarding status of purchases or receipted products and services.
  • Assist with training of field staff as requested.
  • Other duties as assigned.


  •  High school education, with additional training or experience in administrative or clerical responsibilities is preferred.


    Possess basic and general working knowledge of the principles, practices, and methodology of procurement and receiving processes within State government and the department.
  • Use computer software necessary to conduct daily work, including word processing and databases.
  • Working knowledge of Purchasing section functions and duties.
  • Ability to operate standard office equipment.
  • Exhibit good oral and written communication skills.
  • Establish and maintain effective working relationships with coworkers, superiors, vendors, and the public.
  • Maintain confidentiality.


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