Alpha Rae

Account Clerk 3 (49598)

US-IN-Indianapolis
1 month ago
ID
2017-2471
# of Openings
1
Category
Administrative/Clerical
Length of Assignment
Thru 6/29/18
Working Hours
M-F 8:00AM - 4:30PM
Pay Rate
$9.00/hr
Area of City
Downtown Indianapolis

Overview

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.

Responsibilities

  • 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.

Qualifications

  •  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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