Position Title: Assistant Business Coordinator - Accounts Payable

Salary: $20.00 per hour

How to Apply:

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.

Minimum Requirements:

High school diploma or its equivalent AND two (2) years of experience performing administrative and general office/clerical functions. Accounts Payable/Cashier/Clerk experience preferred. An equivalent combination of education and related experience may be substituted.

Act 33/34 clearances are required prior to appointment at the cost of the applicant.

It is the policy of Allegheny County that in order to receive a final offer of employment, candidates must successfully pass a background check, which includes verification of Allegheny County Real Estate Tax status, and drug/medical examinations as required for the position. The pre-employment drug screen must be completed within 48 hours of the acceptance of the conditional offer of employment.

Position Summary:

Under the supervision of the Fiscal Manager, the Assistant Business Coordinator - Accounts Payable is responsible for the processing of receipts and invoices. The incumbent primarily ensures accurate and prompt processing of payments to vendors for services, supplies, materials, and equipment provided to the Allegheny County Jail, including the Healthcare Unit. Additionally, the Assistant Business Coordinator - Accounts Payable provides administrative clerical support and performs duties associated with all operational areas of the Allegheny County Jail. The assigned work schedule may include shifts ranging from a start time of 6:00 a.m. to 5:00 p.m. including weekend hours.



  • Processes requisitions, invoices, and receipts for services, supplies, materials, equipment, etc. to be paid in accordance with contracts and amendments.
  • Confirms prices on invoices and requisitions against contracts, pricelists, and catalogs to ensure proper payment taking necessary action to correct any invoicing errors.
  • Prepares and fills requisitions according to quantities ordered and delivers goods in accordance with policies and procedures, filing requisition requests accordingly.
  • Liaises with various supervisors of the Medical Unit, the Sergeant of Procurement, or other appropriate departmental contacts and outside vendors, exchanging pertinent information with appropriate partners and responding promptly to written and verbal inquiries.
  • Tracks and prepares invoices and submits to service providers.
  • Remits payments received and reports collections to the County Treasurer’s Office.
  • Verifies invoices, purchase orders, and packing slips with incoming merchandise to ensure that quantities are accurate and notifies appropriate staff when special orders have arrived.
  • Assists in the preparation of accrual and budget along with other financial reports as directed by the Fiscal Manager.

·        Authorizes equipment or damaged items to be returned and prepares items for shipping.

  • Ensures inventory records are updated when receiving/issuing supplies or equipment and reorders items as needed.
  • Compiles and reviews employee files and business documents for quality control, uploading records for retention into OnBase as directed by the Fiscal Manager and/or Deputy Warden of Administrative Services and Employee Development.
  • Types, enters data, reviews, edits, and proofreads information, reports and documents.
  • Performs other duties as required or requested including shift work.

Knowledge, Skills, and Abilities

Knowledge of:

  • Standard office practices and procedures including filing, record keeping, proofreading, etc.
  • Accrual processing.
  • Professional business office principles, practices, and procedures.
  • Office equipment including computer, calculator, copier, fax, etc.
  • Inventory management principles, practice, and procedures.
  • Accounts receivable and payable processes a plus, not required.

Skill in:

  • Microsoft Office programs (Word, Excel, Access, Outlook).

Ability to:

  • Work flexible hours including shifts ranging from a start time of 6:00 a.m. to 5:00 p.m. and weekends.
  • Process large volumes in an accurate and timely manner.
  • Maintain strict confidentiality of information and records.
  • Demonstrate strong problem-solving skills.
  • Communicate effectively, both orally and in writing.
  • Learn and effectively utilize systems and software as required.
  • Understand and follow oral and written instructions.
  • Adapt to changing priorities and manage multiple tasks within a stressful environment.
  • Establish effective working relationships with supervisors, coworkers, vendors, and other stakeholders.

Residency: Not required to live in Allegheny County
Veterans' Preference: Will be awarded to eligible candidates.