Purchasing Specialist I

JOB This position reviews and processes invoices for Aiken County. These duties are divided between the other Purchasing Specialist. The Senior Purchasing Specialist divides vendors and is the POC for the Account Payable Section of Procurement EXAMPLE OF DUTIES

• Daily: Sorts and alphabetizes invoices by PO type and vendor. Scans and indexes invoices in Onbase. Emails invoices to departments as needed. Files invoices in folders and decides the order of sequence as to which invoices need to be processed to ensure that all invoices are paid in a timely manner. Checks for accuracy in the calculations of each invoice. Determines which invoices use tax should be paid makes copies of invoices for monthly Use Tax report. Verifies against purchase order, correct vendor selected, quantities received versus quantity billed, unit costs, tax, freight and due dates. Emails departments about any discrepancies and any adjustments to the purchase orders that need to be made. Keys, verifies, calculates totals for each invoice and accepts invoice in the computer system. Prints and checks AP edits for accuracy. Updates edits/invoices to the general ledger. Files invoices and maintains open payables file. Answers questions and resolves problems with vendors and departments about invoices and payments.

• Daily: Emails Accounting to see if AP checks have cleared the bank. Once Accounting verifies the information with the Treasurer’s office and a stop payment has been made, Accounting will notify ready for re-issue. Notifies vendors when the check will be re-issued and what the check number is. Works with Accounting on general payment questions, and account number coding corrections and /or adjusting journal entries.
• Daily: Maintains and adds users to authorized buyers lists for a number of vendors. Notifies departments when confirmation is received that the employee has been added to the list.
• Daily: Signs in and out store purchasing cards to employee’s so they can go to store to make purchases. Periodically checks list to make sure departments have returned cards. Orders replacement cards.
• Weekly: Files receipts/invoice backup information in check file.
• Weekly: Generates and checks disbursement report to make sure invoices are separated by check group codes (i.e. correct number of invoices per check or certain type payments have to be segregated on different checks). Prints report. Pulls invoices that correspond to disbursement report. Pulls copies of invoices for Emergency Services grants. Emails Accounting for check copies for Emergency Services grants. Bundles invoices in groups and carries to Accounting for checks to be printed and mailed.
• Weekly: Processes Insurance and other payments from Human Resources and Finance. Processes travel and training requests generating checks for departments on as needed basis. Process refunds when requested. Processes utility bills and other miscellaneous payments.
• Monthly: Checks monthly vendor statements. Compares the invoices listed on the statement to what has been processed in the system. Contacts and works with vendors to keep our accounts current. Corresponds with them on any discrepancies and requests copies of invoices as needed. Scans monthly statements to Onbase Program and maintains current monthly statement file.
• As needed: Receives visitors into the office. Signs for UPS or FedEx packages. Covers phones and/or take messages. Updates daily Accounting Reports and encumbrance groups. Picks up, opens, date stamps, sorts and distributes mail.
• Other office related duties when the need occurs.