Fiscal Clerk

Fiscal Clerk

No. of Opening :
Skills :

Department/Bureau/Division: Controller’s Office Accounting Division
Reports to: Accounts Payable Supervisor
FLSA Status: Union
POSITION SUMMARY: The role of the fiscal clerk in the accounting section of the controller’s office is to ensure that submissions of contracts, purchase orders, vouchers and reimbursements are audited and processed efficiently and accurately according to the policies and requirements of Allegheny County Controller’s Office.
DUTIES:

With training, a fiscal clerk may be assigned to any one of four (4) accounts payable sections within the controller’s office. The main sections and duties are as follows:
Pre Processing:

• Create and maintain database of all W-9s on file in Controller’s office
• Perform maintenance of the vendor database and the assignment of vendors in the initial stage of the accounts payable cycle
• Receive “stale date” report from Treasurer’s Office
• Data input of information pertaining to all check processing of special payments including purchase orders and reissuance of stale checks
• Maintain constable’s database along with updating their insurance.
• Research and provide information to individuals with “unclaimed property” claims
• Follow up on purchase orders returned to departments for additional information

Contracts:

• Receive, review and track contracts and letter agreements entered into throughout Allegheny County’s governmental departments and offices
• Acknowledge receipt of, and track all incoming contracts by entering dates into action tracking database
• Enter pertinent information into database about contractual agreements including verification of appropriate insurances and authorized signatures ensuring Executive Actions are complete
• Extend contracts as requested and update modifications to contracts in system
• Oversea public opening and tabulate bids submitted for Public Works projects
• Create articles of agreement for purchasing contracts
• Input item master contracts into JOE to update or create new item numbers
• Input all vouchers and contracts into system for payment
• Email executed contracts to responsible departments
• Scan and index all incoming contracts

Pre Audit:

• Receive, review, and update constable documentation and prepare for invoicing and payment
• Audit and verify NOC and Contract vouchers and invoices to ensure validity
• Review contracts to verify that revisions and extensions have been made and invoices and vouchers are in accordance with contract before payment approval
• Audit all purchase order requisitions and encumbrances’ to verify amount totals on invoices, requisition papers and JOE for consistency
• Auditing for all expenditures and charges for education and travel reimbursement for employees countywide
• Audit all OHS vouches on NOC and Contract in OnBase

Post Processing/ Verification:

• Review vouchers including Constables for payment
• Create check run and mail all checks to vendors
• Ensure information is correct (Invoice Number, Supplier Number, and total to be paid)
• Write warrant run authorization for Court Records, Wills/Orphans, and Department of Real Estate
• Responsible for overseeing pressure sealing of all checks being sent out of the Controller’s Office
• Contact department heads for check pick up

Other Tasks

• Prepping and scanning of all incoming documents
• Typical office duties such as answering phones and filing documents
• Weekly filing of documents in Controller’s Office vault, including bi-annual vault clean up

ABILITY TO:

• Work independently with little or no supervision
• Respond to changing priorities and accomplish a multitude of tasks in a timely fashion
• Work under pressure while being detail oriented and organized
• Use computer and understand multi-screen accounting programs (JD Edwards)
• Retain information (accounting principles and government regulations) and build on accounts payable knowledge

MINIMUM QUALIFICATIONS:
High School Graduate with basic knowledge of database processing. Willingness to participate in training and ability to learn a variety of account payable functions
SUPERVISION RECEIVED:
Daily supervision from accounts payable supervisors with indirect supervision from operations manager and Assistant Deputy Controller

SUPERVISION EXERCISED:
None
WORK ENVIRONMENT:
Typical office environment
PHYSICAL DEMANDS
Extensive use of computer, telephone, and adding machine/calculator
CERTIFICATES/ LICENSES:

None
The duties listed above are intended only as illustrations ofthe various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the
is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.