Typical Duties - Duties include, but are not limited to the following

• Responsible for setting up contract purchase orders (POs).
• Responsible for monitoring of POs working closely with contracts team, management, finance, and service area staff to ensure that correct account numbers are used.
• Getting authorization for adding lines to purchase orders when funds are used up.
• Maintain payment sheets in Excel to track payments, by service element, for contracted providers.
• Processing all accounts payable payments for the department.
• Matching payments with Purchase Orders.
• Independently research payments and correspond with department staff and external agencies to resolve billing discrepancies or vendor issues.
• Keep accounts current and resolve problems.
• Prioritize workload to meet deadlines, managing urgent or time-dated items, arranging backup for absences.
• Manage department “p” (purchasing card system.
• Request cards as needed, setup and delete users, manage responsibility spreadsheet, act as resource for questions.
• Assure monthly transactions are completed by all levels of responsibility card holder, manager, and auditor.
• Responsible for archiving p-card records.
• Assist with online p-card purchases including working with staff and management on travel arrangements.
• Assist staff and management with purchasing related issues and ensure purchasing policy is followed.
• Work collaboratively and cooperatively with County Finance in an effort to ensure accurate record keeping is maintained.
• Make sure that purchasing policy guidelines are being followed by HD employees.
• Make sure payments are in compliance with County policy and good accounting practices.
• Provide occasional user training for Health Department staff and management. Collaborate with Accounting and Budget Analysis 1 employees. This includes obtaining provider insurance renewals as well as cleaning out and archiving contract files. Send all contractor liability insurance renewals to Billing Supervisor.
• Perform cash control of service areas (emergency petty cash and change box). Monitor safe. Generate a summary report and distribute it to service area supervisors. Open Health Department mail.
• Attend meetings.
• Track copier leases for the Health Department and notify Office Managers prior to leases expiring.
• Reset machines and compute usage charges by service code quarterly.
• Work with vendor on new leases.
• Problem solve with IT to obtain accurate meter readings for each machine.
• Other duties as assigned by your supervisor.
• Response Level 2: In the event of an emergency, employee makes a reasonable effort to report to work. Employee may be required to perform duties outside of their regularly assigned duties. Employee may be requested to work an extended or flexible schedule. Staff at this response level must complete Incident Command 100 and 700 on-line or in-person training.

Requirements for the Position

• Graduation from high school or equivalent; AND
• Two years of experience in responsible accounting and, or bookkeeping work; OR
• Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

NECESSARY SPECIAL REQUIREMENTS

• The finalist for this position will be required to pass a criminal history background check, however conviction of a crime may not necessarily disqualify an individual for this position.
• This position may be subject to the following: Must not be excluded from participation in the federal health care programs (Medicaid, Medicare and other federally funded programs that provide health benefits); AND must not be excluded from participating in federal procurement (Federal Acquisition Regulation) and non-procurement activities (Executive Order No. 12549).
• This assignment is represented by a union.
• This is a full-time temporary position, which is eligible for overtime.
• Typical Schedule: Monday - Friday, 8:00 am - 5:00 pm, with flexibility depending upon the needs of the department and program.

PREFERENCES
Supplemental college or business school training in bookkeeping, accounting or government accounting

KNOWLEDGE, SKILLS AND ABILITIES
Detailed knowledge of principles and practices of financial record keeping; accounting and bookkeeping systems, procedures and techniques; financial terminology; financial information systems and spreadsheet software; office practices, procedures and equipment.

Skills and abilities to interpret and process financial documents according to appropriate procedures; accurately count, record and balance transactions; perform arithmetic calculations and enter data with speed and accuracy; operate a calculator, computer terminal, typewriter and other office equipment; analyze and interpret data; exercise good judgment in making finance related decisions; act as an accounting resource to all county departments and assist in applying accounting practices to diverse business environments; establish and maintain cooperative working relationships with vendors, customers and county employees.

PHYSICAL REQUIREMENTS
Stands; sits up to 1/2 hour, may be continual at times; moves about the work area; lifts; climbs stairs; pushes, and pulls items weighing up to 10 lbs.; carries items weighing up to 10 lbs.; moves carts weighing up to 10 lbs.; operates a keyboard; speaks with a clear and audible voice; reads a 12 pt. font; distinguish colors; hears at a normal speech level.

PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your loan eligibility should be directed to your loan servicer or the US Department of Education.

VETERANS’ PREFERENCE
Applicants are eligible to use Veterans’ Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

DOCUMENTS REQUIRED FOR VETERANS’ PREFERENCE

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
  • Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/

Marion County is an Equal Opportunity, Affirmative Action, Veteran and Disability employer committed to increasing the diversity of its workforce.