Procurement Clerk

Position Title Procurement Clerk PIN 424000 Classification Summary

Incumbents perform basic and routine accounting tasks, enter data, and run standard reports. Responsibilities may include entering and processing payments; preparing quarterly State sales tax returns; preparing and processing purchase orders; and managing outstanding checks.

Minimum Education and/or Training and Experience

High School Diploma or equivalent (G.E.D.), and one year of relevant experience.

Preferred Education and/or Training and Experience Licensing Requirements

None

Essential Job Function

These are the job duties that are required of the position.

Classification Duties

• Process invoices for payment, ensuring accuracy and timeliness; prepare and distribute checks for approved payments, and verify and monitor payments to ensure timely completion. (A1)
• Review general requisitions and assist with the preparation of purchase orders. (B2)
• Ensure that all requisitions and orders comply with organizational policies and are approved within required timeframes. (B2)
• Perform recordkeeping duties including maintaining accurate and organized financial records, both digital and physical. (A1)
• Support documentation needs for various projects and assist in file management for completed transactions. (A1)
• Respond to inquiries from internal departments and external contacts, providing necessary information and directing questions appropriately. (A1)
• Order office supplies and assist with general office tasks to support Business Office functions. (A1)
• Assist with data entry, reconciliation, and other accounting tasks as needed. (B2)
• Contribute to the accurate tracking of expenditures and budget usage. (B2)
• Perform other related duties of a comparable level/type as assigned.

Position Duties

• Coordinate physical tagging of fixed assets. Track physical location of assets and all changes to location for such assets. Track fixed asset expenditures.
• Submit Maintenance and Repair reimbursement requests to the Department of Higher Education and Workforce Development (DHEWD) as per specified deadlines.
• Assist with the management of the sale and disposal process of all College surplus.
• Monitor and verify payments to vendors to facilitate timely project completion and closeout.
• Create and maintain complete and accurate files, records, and documentation (digital and hard copy) for College projects. Close projects and file documentation appropriately when complete, verifying that all documentation has been received and all invoices have been processed. Notify and submit forms via the Business Office when Purchase Orders reach completion status.
• Process general requisitions, invoices, and purchase orders for purchases relating to capital projects. Ensure inclusion of necessary information including correct accounting distributions and documentation such as quotes and contracts are attached. Track the movement of general requisitions and invoices within the chain of approvals to ensure completion in a timely manner.
• Assist the Director of Facilities, who serves as the Subject Matter Expert, in the management of the State of Missouri's State Aid funding program for Maintenance and Repair (M&R) funds. Support the preparation of reimbursement requests, ensuring necessary information is included and preliminary compliance with state guidelines.

Multistate Employer

Employees of Jefferson College must reside in Missouri or Illinois.

Multistate Employer

Position Knowledge/Skills

Knowledge

Knowledge of Accounts payable cycles

Office procedures, methods, and equipment;

Automated business software packages;

Basic accounting principles;

Data entry techniques;

Basic mathematical concepts;

Customer service principles;

Cash handling procedures;

Computer operation and related software applications.

Skills

Providing customer service;

Performing basic mathematical calculations;

Maintaining records;

Performing data entry;

Operating standard office equipment;

Handling multiple tasks simultaneously;

Preparing standard reports;

Using computers and related software applications;

Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.

Machines, Tools, Equipment and Software

Computer programs, Banner, Excel, Intellcheck Software

Physical Factors

Physical Effort

Physical Effort Light Work: Exert up to 20 lbs force occasionally, and/or up to 10 lbs force frequently, and/or negligible amt force constantly to move objects. If arm and/or leg controls require forces more than Sedentary and worker sits most of time, then job is Light.

Posting Information

Division Purchasing (DIV) Department Finance & Administration Reports To Assistant Controller Wage/Salary B22 Status Full-time If Part-time, hours per week If Non-exempt, work days If Non-exempt, work hours

Posting Detail Information

Posting Number S00591P Desired Start Date 12/02/2024 Open Date 10/31/2024 Close Date Special Instructions Summary

The position is open until filled. Review of applications will begin on November 12.

Quicklink for Internal Posting https://jeffco.peopleadmin.com/postings/4960 EEO Statement

It is the policy of Jefferson College that no person shall, on the basis of age, ancestry, color, creed, disability, genetic information, marital status, national origin, race, religion, sex, gender identity or expression, sexual orientation, or veteran status, be subject to discrimination in employment or in admission to any educational program or activity of the College. In compliance with Federal Rules and Regulations, Jefferson College has adopted a procedure for resolving complaints of discrimination. The procedure is available to any Jefferson College student, employee, or applicant who feels that he or she has been discriminated against in employment, student programs, or student activities.

Diversity Statement

Jefferson College is a community leader dedicated to supporting and promoting diversity through opportunities and experiences that foster a culture of respect, inclusiveness, and understanding for everyone in the campus community to engage in a diverse world.