Administrative Clerk
Job Description
Purchasing Duties:
· Travel – check and process all travel claims
· Set up recording equipment for all county meetings, including purchasing, budgeting, and county commission
· Submit public notices to newspapers for county meetings
· Scan purchasing documents for e-filing
· Assist with bids – prepare and distribute bid packets, call purchasing committee members, run ads in paper, post to website, send award letters, and log bid winners
· Update bid spreadsheet monthly – review expiration dates and coordinate extensions if needed
· Complete credit applications
· Order office supplies
· Assist Purchasing Agent as needed with various purchasing duties
· Make copies of media (CD, DVD, USB) for open records requests
· Make copies of media (USB) for all county meeting recordings
· Check monthly statements to ensure payments were made
· Backup for Purchasing Agent – pull purchase orders and research invoices for employees
Accounts Payable Duties:
· Inmate Healthcare – billing, coding, and entering invoices
· Enter invoices in NextGen software
· File invoices after check runs in Accounts Payable (A/P) office
· Make folders for new A/P vendors
· Assist with boxing A/P files at year end and creating files for new fiscal year
· Pull invoices during audit season for audit samples
· Scan W-9s and contracts for vendors and update vendor information in NextGen
· Jury pay – Enter invoices for payment two times per year (June and December)
· Backup for Accounts Payable – enter invoices, process check runs
Miscellaneous Duties:
· Mail run – deliver interoffice mail to off-site offices including Highway Department, BOE Central Office, Dental Clinic, Coordinated School Health, etc.
· Assist with answering the phone and taking messages
· Backup for Administrative Assistant – answer phones, assist customers, email information/reports
· Grant administration – assist with reviewing grant terms, payments, invoices, budget amendments, resolutions, etc.
Qualifications:
· Experience in office environment, prefer finance or accounting background
· Proficiency in Microsoft Word and Excel
· Ability to communicate effectively with employees, department heads, and elected officials in person, on the phone, and by email
· Data entry efficiency