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Accounting Clerk - Technical Operations


Report to: Manager of Technical Operations

Salary Track: D

FLSA Status:  Non-Exempt

Rate:

SUMMARY:

Perform various acquisition and accounting duties in Technical Operations ordering, receiving, and reconciling invoices and purchase orders for District materials. Prepare and approve invoices for payment. Perform accounting and clerical tasks necessary to process computerized purchase orders and invoices. Work independently, receiving minimal detailed supervision and guidance. Complex questions are referred to Manager of Technical Operations.

 

ESSENTIAL JOB FUNCTIONS:

  •  Perform accounting tasks in relation to acquisition of materials including; ordering, receiving, reconciling invoices and purchase orders.
  • Edits on-order records according to the Library District’s procedures and practices.
  • Transmits files to the vendors for District orders.
  • Ensures proper vendor accounts and library fund codes are used for each order.
  • Creates or downloads electronic invoices in the acquisition system.
  • Prints and matches receipt slips to the items received.
  • Verifies invoices and fund code information ensuring that the District receives what was ordered, was billed appropriately, and prepares information for payment.
  • When necessary, requests credit memos and packages items for returns.
  • Maintains Technical Operation accounting files, including the standing order file, the order/acquisition database, and the manual purchase order file.
  • Contacts branch staff to resolve specific issues, as needed by phone, email or sending them item with a note.
  • Communicates with vendors concerning errors, exceptions, changes, etc.
  • Maintains communications with co-workers and District staff concerning cancellations, back orders, changes, exceptions, and special projects.
  • Identifies problem areas and refers them to the Technical Operations Manager.
  • Physically lifts, moves, and handles new materials to perform necessary ordering and receiving duties.
  • Keeps current on Library District policies and procedures in the area of purchasing, accounting, cataloging and processing of materials.

GENERAL JOB FUNCTIONS:

  • Attends District information meetings or additional training programs as available.
  • Assists in the processing of library materials to meet department goals.
  • Works cooperatively with department staff on special projects.
  • Performs other related work and accepts special projects as needed.

EQUIPMENT NEEDED:

Must be able to operate a personal computer including word processing, email and internet connections, copier, fax machine, and telephone system.

 EDUCATION AND EXPERIENCE:

Must have advanced data entry and computer skills including using spreadsheet software and word processing; knowledge of accounting functions and procedures; and basic knowledge of the function and purpose of a public library. Must be accurate and have high attention to detail. High school diploma or GED and two (2) years related work experience. Prefer knowledge of library catalog databases, of MARC and OCLC, and/or completion of two (2) years of college.

 

(Revised 7/10/06)