Finance Assistant #1147 - Purchasing - Finance Division
Hamilton County, TN - Hamilton County, TN

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Under general supervision, performs a variety of purchasing, accounting/financial and administrative duties related to Purchasing/Accounting/Finance functions, such as: recording/checking in bid documents; acquiring and recording vendor information; receiving/recording payments; opening/time stamping and distributing mail in a timely manner; entering journal entry data; reconciling routine accounts; scanning bid documents; purchasing supplies and related items. Serves as building receptionist and conference room scheduler. Provides information to the general public and employees regarding purchasing bid activities. Assists professional and technical personnel staff with clerical duties. Essential Functions: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)

Serve Serves as general receptionist for occupants of the McDaniel Building in general and Finance in particular. Greets visitors. Ensures that visitors are given appropriate access to the building to ensure the safety and security of personnel and information. Identifies, announces, and/or directs visitors to appropriate staff members. Assists vendors as needed regarding the bid submission process. Answers multi-line telephone, responds to routine questions, takes messages and routes calls to appropriate individuals. Receives and reviews bid documents for completeness, and processes other accounting, accounts payable, and cash related forms, records and transactions. Schedules all four (4) building conference rooms and coordinates with other departments for room set up, re-set, and meeting organization. Provides accurate and timely support for the Purchasing department in the proper receipt of Bid/RFP documents and other Purchasing activities. This includes reviewing bid/RFP submissions for accuracy of required information on envelopes, time stamping all documents received through USPS, FedEx, UPS, or hand delivery, accurate recording of documents in the BID/RPR Log book, and providing receipts for documents as requested. Scans bid documents into the Purchasing Document Management System. Acquires and enters Purchasing vendor information into the accounting system in a timely manner to facilitate timely and accurate processing of orders. Processes standard forms and documents; provides receipts and records payments; enters data into financial information system on department programs, fund or grant budgets; mails checks; tracks routine accounts; provides timely and accurate processing of financial , accounting, and purchasing related documents; verifies and records information. Interacts with Division staff, other County personnel, outside agencies and the general public. Handles difficult situations and questions in person and on the telephone. Assists department staff as needed. May assist in special projects as requested. Performs other related duties as assigned.

Knowledge, Skills and Abilities:
Knowledge of County programs, organization, general policies/procedures and operation relative to assigned work. Knowledge of standard office practices, principles and methods. Skill in dealing with the general public, utilizing customer service techniques responding to inquiries and complaints. Skill in working under pressure of deadline and able to multi-task with accuracy. Knowledge of fundamental purchasing and accounting principles/standards. Skill in reading, interpreting, understanding and applying fundamental purchasing and accounting standards and procedures, rules and regulations. Skill in accurate and timely recording of information and data in both manual and automated systems. Skill in the use of a personal computer and related software. Skill in English composition, grammar, spelling and punctuation. Skill in establishing and maintaining effective working relationships. Knowledge of proper telephone etiquette. Skill in utilizing a variety of office equipment. Skill in effectively communicating in both oral and written form. Must be reliable, self-motivated and able to work independently.

Minimum Requirements:
The equivalent of a High School Diploma plus three (3) years administrative, purchasing, accounting or related experience. Must type forty-five (45) words per minute.

Physical Requirements : Work involves a minimum of physical effort with intermittent sitting, standing and walking, extensive computer keyboarding, occasional lifting of up to fifty (50) pounds.

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