Applications are submitted online until the position is filled and/or the posting is closed. After reviewing this job announcement, please click on the link at the bottom of the page to apply online. A resume is required with the application. Further instructions on submission of documents are available in the online application. A resume may not be substituted for an application.

The role of the fiscal clerk in the Accounting Division of the Controller's Office is to ensure that submissions of contracts, purchase orders, vouchers, and travel reimbursements are audited and processed efficiently and accurately according to the policies and requirements of the Allegheny County Controller's Office. With training, a fiscal clerk may be assigned to any one of the accounts payable sections within the Controller's Office. Cross-training may be encouraged across multiple sections, meaning that employees may need to understand multiple roles in the workflow process. Employees may be assigned both primary and secondary tasks and roles. 

Pre-Processing:

• Creates and maintains database of all W-9s on file in Controller's Office.
• Performs maintenance of the vendor database and the assignment of vendors in the initial stage of the accounts payable cycle.
• Receives "stale date" report from Treasurer's Office.
• Inputs information pertaining to all check processing of special payments, including purchase orders and re-issuance of stale checks.
• Maintains Constable's database, including updating insurance.
• Receives, reviews, and updates Constable documentation and prepares for invoicing and payment.
• Reviews inputs and documentation prior to submission or preparation of a purchase order.
• Follows-up on purchase orders returned to departments for additional information.
• Voids escheated payments/ checks.
• Processes Local Services Taxes and all miscellaneous vouchers.
• Prepares warrant run authorization for Court Records, Wills/Orphans, and Department of Real Estate.

Contracts:

• Receives, reviews, and tracks contracts and letter agreements entered throughout Allegheny County's governmental departments and offices.
• Acknowledges receipt of and tracks all incoming contacts by entering dates into action tracking database.
• Enters pertinent information into database about contractual agreements including verification of appropriate insurances and authorized signatures ensuring Executive Actions are complete.
• Extends contracts as required and updates modifications to contracts in system.
• Oversees public openings and tabulates bids submitted for Public Works projects.
• Creates purchasing contracts.
• Inputs item master contracts into JDE to update or create new item numbers.
• Records all vouchers and contracts into system for payment.
• Scans and indexes all incoming contracts and emails executed contracts to responsible departments.
• Develops and maintains a working knowledge of DocuSign programs.
• Audits all contracted vouchers, purchase order requisitions, and encumbrances to verify amount totals on invoices, requisition papers, and JDE for consistency.
• Reviews contracts to verify that revisions and extensions have been made and invoices and vouchers are in accordance with the contract before payment approval.

Audit & Verification:

• Audits NOC vouchers, invoices, and contracts to ensure validity.
• Reviews employee travel reimbursement-related expenditures.
• Ensures timely and accurate processing of all relevant and necessary documents for payment on an ongoing, rolling basis.
• Identifies mistakes or errors in payment documentation and returns to appropriate parties for correction.
• Ensures information is correct (invoice number, supplier number, and total to be paid).
• Oversees pressure-sealing of all checks being sent out of the Controller's Office.
• Contacts department representatives for check pick-up and mail all County checks with necessary attachments and documentation.

Other Tasks:

• Preps and scans all incoming documents.
• Assists with additional typical office duties, such as answering phones and filing documents.
• Performs weekly filing of documents in Controller's Office vault, including bi-annual vault clean-up.
• Assists with election payment processing.
• Maintains cross-training to effectively perform all relevant job duties, as needed.

• Equipment typically used in an office environment, including computers, telephones, and adding machines/calculators.
• Database processing.
• Database management programs; Onbase and Docusign experience a plus.

• Microsoft Office products, in particular Teams, Outlook, Word and Excel.
• 10 key adding machines/calculators
• Multi-screen accounting programs; JDEdwards knowledge a plus.

• Work independently.
• Be detail-oriented and organized.
• Maintain regular attendance and punctuality.
• Cultivate inclusive and respectful working relationships.
• Respond to changing priorities and accomplish a multitude of tasks in a timely fashion without close supervision.
• Recognize problems, identify alternative solutions, and make appropriate recommendations.
• Effectively communicate policies, procedures, and other relevant information, verbally and in writing.
• Assist with the training of peers, as needed.
• Answer phones and make calls in a professional manner.
• Learn and work comfortably with enterprise content/process management software and database management programs.
• Retain information related to accounting principles and government regulations and build on accounts payable knowledge.
• Represent the Controller's Office in inter- and cross-departmental communication.
• Learn a variety of accounts payable functions.