Finance Clerk

Purpose of Position:

The Finance Clerk is responsible for the purchasing and accounts payable functions in the Finance Department.  The Finance Clerk processes, records, and files payment of invoices, statements and expense reports while assisting the Comptroller in the operation of the City’s financial affairs.

Responsibilities:

• Obtain written quotes on all supplies, equipment and materials over $5,000 but less than $25,000 and work with departments on developing bid package on items over $50,000.
• Ensures that all quotes received are fair, equitable and competitive.   
• Obtains and reviews W-9’s for accuracy and information and enters data into Incode software after approval by Comptroller.
• Answers telephone and respond to employees and vendor/supplier, administration, and public official questions.
• Provides guidance and assistance to all departments on purchase of supplies, materials equipment and services.
• Analyzes, identifies and communicates information regarding purchase orders utilizing out-of-network vendors; identifies, researches and resolves problems relating to purchasing issues.
• Maintains audit trail for payment of expenditures on credit cards, which consists of reconciling travel credit card monthly.
• Monitors receipts and ensures accountability of credit cards users.
• Reviews and process purchase order and contract adjustments.
• Performs the purchase order entry, approval, conversion and print functions.
• Maintains and monitors process for payments through accounts payable.
• Coordinates projects with other procurement.
• Accountable for proper documentation in following local, state, and federal rules and regulations as they pertain to procurement.
• Processes invoices for payment to vendors.
• Reconciles records.
• Inspects invoices, purchase orders, and other relevant documentation to insure accurate and timely payments to vendors.
• Prepares Docket of Claims for approval by governing authority.
• Performs electronic scanning, indexing, and record keeping.
• Assists vendors, City personnel, and other interested parties regarding invoicing and payable issues.
• Responsible for submission and verification of projects to MDA MTAP Agency Bid Bank.
• Other duties as assigned.