Clerical Specialist - Gracedale Administration (AP Specialist)
- Full-Time
- Nazareth, PA
- County Of Northampton
- Posted 3 years ago – Accepting applications
Job Description
Application RequirementsIn order to be considered for this position, applicants must successfully submit a completed application prior to the posting deadline. Applications submitted with incomplete or missing education and/or work experience sections will be considered incomplete and will not be reviewed. These applicants will be disqualified from consideration. The attachment of a resume to the application does not fulfill this requirement and will not prevent incomplete applications from being rejected. Education and work experience fields must be completed, regardless of the presence of an attached resume.
Please answer any supplemental questions truthfully and completely. Use the employment history section of your application to substantiate your answers to supplemental questions.
Once the posting closes, all applications will be reviewed. The information provided on the application will be utilized to determine whether or not each applicant meets the minimum requirements for this position as noted in the Job Description. Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application. Applicants who do not meet the minimum requirements will not be considered for the position.
Qualified, eligible applicants will move on to the next step, either a Written Exam or an Education and Experience Review.
There is a Written Exam for this position which consists of the following modules:
Telephone/Customer Service
Data Entry
Basic Math
Basic Alpha & Numeric Filing
Reading Comprehension
Basic Proofreading
Record Locating
Office Conduct/Professionalism
It is the policy of Northampton County to provide equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal or local law.Job DescriptionGENERAL PURPOSE
The Clerical Specialist – Gracedale Administration is responsible for performing accounts payable administrative and professional work in the Gracedale Division of the Department of Human Services for the County of Northampton. This position independently prepares, carries out, and takes definitive action regarding processes and functions that are integral parts of the Department's mission.
SUPERVISION RECEIVED
This position reports directly to the Lead Accountant.
SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees or functions.
ESSENTIAL DUTIES OF THE POSITION
Fills in, when necessary, at front lobby receptionist desk answers telephone and receives visitors to Gracedale. Adequately resolves visitors' issues, or directs visitors to appropriate staff able to provide assistance.
Provides exceptional customer service by effectively communicating with vendors by telephone, email, or in person.
Receives and processes invoices. Match invoices to receiving slips. Timestamps, alphabetizes, and organizes invoices into batches. Inputs invoices into OneSolution ERP, verifying accuracy of data. Verifies authorized signer for each invoice. Generates OneSolution reports and reviews for insufficient funds. As directed, addresses inaccuracies and takes necessary steps to resolve discrepancies. If necessary, contacts Department or Division to correct errors. Reviews batch proof reports prior to disbursing batches.
Works with other departments within Gracedale to gather invoices and support information.
Receives, sorts, and files A/P batches from the Department of Human Services.
Verifies and distributes weekly A/P checks. Files backup copies.
Provides information upon request for use in accounting, auditing, or administrative activities. Uses County ERP system and/or Microsoft Office applications to generate reports as needed.
Establishes and maintains files on alphabetic, chronological, numerical or other basis; retrieves requested materials from files; signs, date-stamps or otherwise identifies and/or controls files.
Composes correspondence using Microsoft Office and Outlook, or any other necessary applications.
Processes all mailed correspondence received to the Gracedale Business Office related to Accounts Payable.
Assumes responsibility and takes independent action on areas of specialization and/or assigned function area. Performs assigned functions according to specified time schedule.
Participates in cross-training and mentoring as necessary in order to develop areas of specialization or assigned function area.
Complete other duties as assigned
REQUIRED MINIMUM QUALIFICATIONS
EDUCATION & EXPERIENCE - Completion of a high school, or general equivalency, diploma; AND
At least two (2) years of business office experience, preferably in accounts payable.
NOTE: Upon hire employee must have a drug screening and COVID-19 testing.
KNOWLEDGE, SKILLS, AND ABILITIES
Excellent communication and interpersonal skills with the ability to listen effectively, be patient, respond appropriately and maintain mutual comfort level while relating to a diverse clientele, both verbally and in writing.
Skill in gathering information from and explaining procedural and/or processing requirements to vendors, callers and other members of Gracedale and departments within Northampton County.
Excellent time management, prioritization, and multitasking skills, along with the ability to maintain sufficient flexibility to respond to immediate demands.
Excellent math skills, including addition, subtraction, multiplication and division.
High level of attention to detail.
Ability to learn to utilize the necessary software specific to the Disbursements Division, including but not limited to IFAS ERP.
Ability to establish and maintain filing and other recordkeeping systems.
Ability to preserve confidential and sensitive information.
Ability to maintain composure and tactfully handle sensitive situations.
Ability to establish and maintain working relationships with County staff, other agencies, and the general public.
Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.
TOOLS AND EQUIPMENT
Telephone, personal computer (including the Internet, Microsoft Office applications and other specialized software), calculator, adding machine, fax machine, copy machine, scanner, laser fiche, and other office equipment.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.
The employee must occasionally lift and/or move up to twenty-five (25) pounds.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The noise level in the work environment ranges from quiet to moderately noisy.
SELECTION GUIDELINES
Formal application, rating of education and experience, oral interview and reference check as well as job related tests may be required.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE
PAY GRADE: CS-17
UNION STATUS: NON-UNION
Updated August 2020
Apply to this Job
Please answer any supplemental questions truthfully and completely. Use the employment history section of your application to substantiate your answers to supplemental questions.
Once the posting closes, all applications will be reviewed. The information provided on the application will be utilized to determine whether or not each applicant meets the minimum requirements for this position as noted in the Job Description. Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application. Applicants who do not meet the minimum requirements will not be considered for the position.
Qualified, eligible applicants will move on to the next step, either a Written Exam or an Education and Experience Review.
There is a Written Exam for this position which consists of the following modules:
Telephone/Customer Service
Data Entry
Basic Math
Basic Alpha & Numeric Filing
Reading Comprehension
Basic Proofreading
Record Locating
Office Conduct/Professionalism
It is the policy of Northampton County to provide equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal or local law.Job DescriptionGENERAL PURPOSE
The Clerical Specialist – Gracedale Administration is responsible for performing accounts payable administrative and professional work in the Gracedale Division of the Department of Human Services for the County of Northampton. This position independently prepares, carries out, and takes definitive action regarding processes and functions that are integral parts of the Department's mission.
SUPERVISION RECEIVED
This position reports directly to the Lead Accountant.
SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees or functions.
ESSENTIAL DUTIES OF THE POSITION
Fills in, when necessary, at front lobby receptionist desk answers telephone and receives visitors to Gracedale. Adequately resolves visitors' issues, or directs visitors to appropriate staff able to provide assistance.
Provides exceptional customer service by effectively communicating with vendors by telephone, email, or in person.
Receives and processes invoices. Match invoices to receiving slips. Timestamps, alphabetizes, and organizes invoices into batches. Inputs invoices into OneSolution ERP, verifying accuracy of data. Verifies authorized signer for each invoice. Generates OneSolution reports and reviews for insufficient funds. As directed, addresses inaccuracies and takes necessary steps to resolve discrepancies. If necessary, contacts Department or Division to correct errors. Reviews batch proof reports prior to disbursing batches.
Works with other departments within Gracedale to gather invoices and support information.
Receives, sorts, and files A/P batches from the Department of Human Services.
Verifies and distributes weekly A/P checks. Files backup copies.
Provides information upon request for use in accounting, auditing, or administrative activities. Uses County ERP system and/or Microsoft Office applications to generate reports as needed.
Establishes and maintains files on alphabetic, chronological, numerical or other basis; retrieves requested materials from files; signs, date-stamps or otherwise identifies and/or controls files.
Composes correspondence using Microsoft Office and Outlook, or any other necessary applications.
Processes all mailed correspondence received to the Gracedale Business Office related to Accounts Payable.
Assumes responsibility and takes independent action on areas of specialization and/or assigned function area. Performs assigned functions according to specified time schedule.
Participates in cross-training and mentoring as necessary in order to develop areas of specialization or assigned function area.
Complete other duties as assigned
- An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above 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.
REQUIRED MINIMUM QUALIFICATIONS
EDUCATION & EXPERIENCE - Completion of a high school, or general equivalency, diploma; AND
At least two (2) years of business office experience, preferably in accounts payable.
NOTE: Upon hire employee must have a drug screening and COVID-19 testing.
KNOWLEDGE, SKILLS, AND ABILITIES
Excellent communication and interpersonal skills with the ability to listen effectively, be patient, respond appropriately and maintain mutual comfort level while relating to a diverse clientele, both verbally and in writing.
Skill in gathering information from and explaining procedural and/or processing requirements to vendors, callers and other members of Gracedale and departments within Northampton County.
Excellent time management, prioritization, and multitasking skills, along with the ability to maintain sufficient flexibility to respond to immediate demands.
Excellent math skills, including addition, subtraction, multiplication and division.
High level of attention to detail.
Ability to learn to utilize the necessary software specific to the Disbursements Division, including but not limited to IFAS ERP.
Ability to establish and maintain filing and other recordkeeping systems.
Ability to preserve confidential and sensitive information.
Ability to maintain composure and tactfully handle sensitive situations.
Ability to establish and maintain working relationships with County staff, other agencies, and the general public.
Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.
TOOLS AND EQUIPMENT
Telephone, personal computer (including the Internet, Microsoft Office applications and other specialized software), calculator, adding machine, fax machine, copy machine, scanner, laser fiche, and other office equipment.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.
The employee must occasionally lift and/or move up to twenty-five (25) pounds.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The noise level in the work environment ranges from quiet to moderately noisy.
SELECTION GUIDELINES
Formal application, rating of education and experience, oral interview and reference check as well as job related tests may be required.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE
PAY GRADE: CS-17
UNION STATUS: NON-UNION
Updated August 2020