Accounting/Procurement Clerk

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Accounting/Procurement Clerk

Location:

Española

Description:

Position Title: Accounting/Procurement Clerk Department: Accounting Department Supervisor Title: Procurement Manager Salary Grade: DOE Position Summary: Answers incoming calls and directs callers and visitors to appropriate personnel. Under general supervision, records and verifies data for use in maintaining accounting records and administrative systems designed to achieve the financial and Administrative objectives of the organization. Performs various duties related to the processing of purchase orders, ordering supplies, making travel arrangements, and maintaining filing system for documenting bid quotes. This job description is illustrative only of the responsibilities performed by this position and is not all inclusive Essential Duties and Responsibilities:  Answers incoming phone calls for the Accounting Department, determines purpose of callers, and forwards calls to appropriate personnel. Welcomes on-site visitors, determines the nature of business, and announces visitors to appropriate personnel. Takes and delivers messages or transfers call to voice mail when appropriate personnel are unavailable.  Maintains the sign-out board on the whereabouts of all employees.  Logs, receives, sorts, routes mail, and maintains and routes publications. Receives incoming correspondence, screens and routes to appropriate staff with in the Accounting Department  Must maintain a login/logout system of all documents received from the Governor's Office and Program departments such as purchase requisitions, invoices, budgets, and grants/contracts.  Responsible for making daily deposits to the bank and/or via electronic deposit scanner.  Responsible for obtaining signature on all general disbursements checks. Making sure checks have appropriate signatures. Responsible for distribution and mailing out of all disbursement checks and payroll checks to employees and vendor with proper backup documentation attached. All payments to vendors must be stamped with date and time when payments were sent.  Must be willing to cross-train into other areas of Accounting and Procurement, such as, Accounts Payable, reconciling bank statements with deposits and data entry in the Accounting System.  Maintains copiers and other office equipment and follow up on calling if service is required.  Ensuring that common areas in office are equipped with required office supplies as appropriate.  Assist the Accounting staff with orders pertaining to the copiers, such as paper, toner, and ink.  Assists Procurement Officer in all aspects of the purchasing process including ordering supplies and processing purchase orders.  Receives deliveries and prepares receiving report documenting receipt of purchases. Responsible for coordinating delivery or pickup of items ordered with requesting department.  Maintains filing system for all procurement aspects including bid quotes, contracts, purchase orders, receiving reports, etc.  Other duties as required to ensure procurement and property tasks are completed. Performs other clerical duties as needed, such as filing, photocopying, and collating. Knowledge, Skills and Abilities Required:  Ability to interact with community members, customers, vendors and employees in a positive, professional manner  Ability to follow verbal and written instructions  Handles multiple tasks and meets deadlines  Organizing, planning and customer service orientation  Great attention to detail and stress tolerance.  Proficiency using word-processing, spreadsheets, and databases in a Windows environment.  Basic math skills is a plus.  Knowledge of organizational policies and procedures.  Ability to interpret and apply policies and procedures.  Strong verbal and written communication skills.  Ability to deal with employees and community members regarding sensitive, confidential information.  Able to handle multiple tasks, meet project deadlines, and prioritize workload.  Should be honest, respectful and trustworthy.  Should be flexible and possess cultural awareness. Minimum Qualifications:  Associates degree in accounting or five (5) years direct experience with procurement and accounting with two (2) years administrative support experience; or equivalent combination of education and experience.  Must have a valid NM Driver's License and be insurable through the Tribal Insurance;  Must not have any DUI/DWI convictions within the last five (5) years from any Tribal, State, or Federal Court;  Must pass a background investigation;  Must pass a drug/alcohol screening. Physical Requirements and Work Environment: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, color vision, and ability to adjust focus. Travel may be required. Occasional night or weekend time may be required. The employee is occasionally exposed to weather. The noise level is moderate in an office setting.

Company:

Santa Clara Pueblo Administrative

Industry:

Accounting & Finance

Posted:

December 26 2023 on ApplicantPro

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Accounting/Procurement Clerk

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