Accounting & Procurement Clerk

Job Details

Position Classification:
Regular, full-time, hourly, non-exempt, and benefit-eligible staff position. For more benefit information visit Why Work at UCO?

The hourly pay rate of $17.23 per hour is equivalent to $35,838.40 per year.

General Schedule:
Position typically works 40 hours per week Monday-Friday from 8am-5pm at UCO's main campus in Edmond, Oklahoma.

Position Overview

Supports both procurement and accounting functions of the department by performing a variety of moderately complex clerical work related to the purchasing, billing, and financial processes. Compiles information, quotes, and other records to prepare requisitions for purchase orders, encumbrances, and other purchases. Compile and review invoices. Records business transactions. Keys daily worksheets into the general ledger system. Utilizes computer systems to run databases, pay bills and order supplies. Matches invoices to purchase orders or vouchers; performs data entry, recordkeeping, and customer service; and processes financial transactions in support of the accounts payable and/or accounts receivable function. Receives and processes numerical data for invoicing purposes.

Job Duties

• Prepares all departmental requisitions always operating in compliance of university purchasing guidelines and departmental purchasing processes.

• Expedites purchase orders by verifying with the vendor the status of the delivery of goods ordered and purchased by the University and recording the information received on the purchase order.

• Resolves vendor and department problems regarding purchase orders by contacting the vendor and providing additional requested information, verifying the invoices for purchase orders, confirming delivery dates, correcting other discrepancies, verifying the status of purchase orders for departments.

• Provides requested information regarding vendors and/or purchases by conducting routine research.

• Maintain an organized system of paperless departmental files related to requisitions and invoices.

• Utilizes strong administrative and organizational skills to ensure tasks are completed in an organized and timely manner.

• Processes invoices as they are received to ensure timely payments to vendors.

• Maintain a system of organization to track and manage departmental invoices that are paid and unpaid.

• Completes various departmental purchases with the use of a Pcard.

• Gathers and disseminates a wide variety of information about policies and procedures.

• May be called on to assist with departmental administrative tasks as needed.

• Provides excellent customer service.

• Performs work under general supervision. Handles basic issues and problems and refers more complex issues to higher-level staff.

• May handle difficult or sensitive situations requiring good judgmental decisions and discretion.

• The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Qualification/Experience Required:

Requires general education or vocational training and 2 years of related experience or equivalent combination of education and experience.

Knowledge/Skills/Abilities

• Ability to manage resources.

• Records maintenance skills.

• Ability to understand and review purchases, encumbrances, and vendor invoices.

• Must possess excellent communications, both verbally and in writing, public relations, and organizational skills.

• Computer literate with word processing and spreadsheet experience and computerized information systems used in financial and/or accounting applications including Microsoft Word and Excel, databases, and billing and management software.

• Account balancing and reconciling skills.

• Some knowledge of budgeting cost estimating, and fiscal management principles and procedures.

• Knowledge of office procedures and practices.

• Excellent customer service skills.

• Ability to interact professionally with students, parents, and others.

• Regular attendance, teamwork, initiative, dependability, and promptness.

• The ability to use personal computers and computer applications is required.

• The ability to operate a ten-key calculator, maintain complex filing systems and records.

Physical Demands

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.