General Definition of Work

Performs responsible clerical work involving the preparation and/or maintenance of fiscal or related records; which includes, but are not limited to preparing, distributing, and filing purchase orders, reconciling vendor statements, and preparing vendor accounts to be paid; receiving, compiling, and verifying invoices for data entry, etc. Work is performed under regular supervision, reporting to the Controller.

Typical Tasks

• Coverages the front desk when receptionist is off (including lunch breaks).
• Sorts and records cash receipts and prepares bank deposits.
• Reconciles vendor statements and prepares vendor accounts for payment.
• Performs necessary follow-up and resubmits bills as needed.
• Receives and reviews program reports for data entry.
• Compiles and verifies program reports for data entry.
• Prepares and analyzes reports regarding purchase and usage of meals and meal supplies for the Director of Wellness.
• Responsible for maintaining material and equipment inventories.
• Enters data into computer using spreadsheet, database, and word processing software.
• Operates PC, calculator, and other standard office equipment.
• Maintains electronic and paper vehicle inventory file.
• Maintains varied vehicle expense reports including vehicle maintenance, decal and registration renewals, and licensing fees.
• Responsible for fuel purchasing card control (order, activate/deactivate, driver instruction and PIN assignment, charge inquiry, dispute, and resolution).
• Periodic review of program splits based upon individual vehicle use in accordance with state and federal funds allocation.
• Performs other duties as required.

Knowledge, Skills and Abilities

• Must have intermediate skills in Microsoft Excel.
• Able to complete accounting tasks while in busy reception area.
• General knowledge of standard office procedures and practices.
• Ability to understand and follow oral and written directions; ability to establish and follow detailed work procedures.
• Ability to enter data with speed and accuracy; ability to perform mathematical computations with speed and accuracy. 
• Able to use a variety of office machines and computer with speed and accuracy. 
• Maintain effective working relationships with associates; ability to establish effective communication and maintain cooperative relationships with outside vendors and customers.

Education and Experience

• Requires High School diploma or equivalent.
• Working knowledge of Microsoft Office.
• Two years of customer service and data entry experience required. Must possess a current valid Virginia Driver’s license and meet the agency driving eligibility standards.

Disclaimer: This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. From time to time, the supervisor will ask job holder to perform additional duties related to the completion of the work.

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