Accounting Specialist - Khiam - Doña Ana County

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NOTICE TO APPLICANT

This position will close at 12:00AM MST on the End Date.

Compensation for an individual whose qualifications exceed the minimum qualifications for the job may be hired above the minimum of the range based on related education and full years of related work experience as presented on the application.

You must ensure your application reflects the correct and current information for your work experience, hours worked per week per position, education, personal information, etc.

Only the information provided on this application is evaluated when determining compensation.

Job Description

PURPOSE SUMMARY.  Perform a variety of purchasing and administrative support functions for the Detention Center. Provide excellent customer service to the public and all county employees.

ESSENTIAL DUTIES. 

1. Research and Purchase Supplies, Services, and Equipment

• Research nomenclature, prices and delivery for office and janitorial supplies, uniforms, inmate supplies, and commercial equipment.

• Obtain competitive quotes for all items to be purchased.

• Create Workday requisitions to obtain purchase orders.

• Monitor the status of all purchase orders.

• Place orders with vendors once purchase orders are approved.

• Establish and maintain records of purchases.

2. Receive, Verify and Return Purchased Supplies and Equipment

• Ensure received supplies and equipment are consistent with ordered items

• Process invoices and received items in Workday.

• Research vendor payments to and invoices to identify or correct errors.

• Package, ship and/or return supplies as necessary.

3. Monitor Budgeted Funds

• Review budgets for the adult facility, juvenile facility, medical unit, inmate welfare, and corrections expenditures to ensure sufficient balances for projected expenditures.

• Prepare internal budget revision forms for the Director's approval to transfer funds between line items.

• Assist in creating, reviewing, and maintaining fiscal year budgets.

4. Support Request for Proposal (RFP) and Contract Renewal Processes

• Prepare RFP and contract renewal paperwork for the Director's signature.

• Submit documents to the Purchasing Department for further processing.

5. Provide clerical support to Administration Personnel.

• Maintain document and electronic filing systems; destroy records in accordance with appropriate retention schedules.

• Prepare and process travel and per diem forms.

ADDITIONAL DUTIES

Serve as back-up to the department timekeeper; perform timekeeping and payroll functions for the office.

• Review time worked, and leave taken within Workday timecards.

• Verify the accuracy of timecards and submit corrections as needed.

• Maintain leave requests and attendance records in accordance with proper records retention schedules.

• Other duties may be assigned.

QUALIFICATIONS

A.  Education.  High school diploma or equivalent.

B.  Experience. Three years of responsible office, administrative or secretarial work experience, including purchasing and billing. Government experience preferred. Experience performing calculations and timekeeping with an automated payroll system highly desirable.

C.  Education/Experience substitution.  In accordance with county policy.

D.  Licenses/Certifications.  Valid driver's license.  Must maintain a satisfactory driving record in accordance with County policy. 

E.  Other (e.g., post-offer medical exam, polygraph, background check, driver's license record, etc.).  Selected candidate(s) will be required to pass NCIC check, polygraph, and background check.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

Knowledge:

• Knowledge of the structure and content of automated databases and systems (e.g., invoices, reports, budget tracking) to input, verify, and retrieve information; investigate and resolve routine or recurring discrepancies; check documents for completeness and accuracy; and prepare reports and submissions.

• Knowledge of office procedures sufficient to prepare a wide variety of recurring internal reports, forms, and documents using information from staff, files, and other sources.

• Knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and their core functions, including document formatting, spreadsheet formulas, and integration with other systems.

Skills:

• Skill in using Microsoft Word to create and format complex documents.

• Skill in using Excel to develop spreadsheets with formulas, tables, and data analysis tools.

• Skill in editing and reformatting electronic forms, reports, and databases.

• Skill in researching discrepancies in financial and administrative records and resolving them accurately and efficiently.

• Strong organizational and clerical skills, including document filing, records management, and basic procurement processing.

Abilities:

• Ability to develop, revise, and maintain databases, spreadsheets, reports, and forms.

• Ability to apply resourcefulness and tact in dealing with staff, vendors, and members of the public.

• Ability to establish and maintain effective and cooperative working relationships across various departments.

• Ability to handle sensitive or confidential information in a professional and discreet manner.

• Ability to prioritize tasks, manage time effectively, and meet deadlines in a dynamic environment.

Compensation Range

$ $29.39

Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person's race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable Bona Fide Occupational Qualification exists.

Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County. Please see  for our Public Notice and to get the Testing/Interview Accommodation Request Form or call for assistance.