Title:  Administrative Assistant

Summary/Objective

Performs accounts payables functions related to the interpretation, processing, approval and presentation of financial data, including verification of accuracy, coding, computer entry, and scanning documents. 

Essential Job Duties

• Review and process purchase orders and invoices, investigating and correcting discrepancies through established procedures.
• Communicate with department heads and vendors to clarify contract or purchasing related issues and resolve discrepancies with professional courtesy.
• Assist in preparation, development, and implementation of cost allocation and budget plans.
• Assist in compiling, preparing, analyzing, and presenting detailed financial statements, reports, data reconciliations, etc. 
• Respond to audit requests by Internal Auditors, State Auditors, etc. 
• Answer questions and act as subject matter expert regarding credit card statements, purchase status, received items, etc.  
• Provide end-user training on financial policies and procedures, including use of credit cards.   
• Utilize software programs such as Word, Excel, Access, Raptor (MDC Financial System), Outlook, Adobe, etc. Manages and maintains database for tracking payments and personal checks.
• Correspond and communicate with internal and external customers via phone, email and in-person discussions.    
• Manages purchasing card accounts and agreements, reconciles past due accounts report and corrects discrepancies.
• Communicates with the State Treasurer’s office completing stale dated and outlawed check listing, cancelling and reissuing vendor payments.
• Complies and completes the weekly error list insuring report is clear each month for reconciliation.

Ancillary Job Duties

• Back-up and/or assist other administrative personnel, when needed.
• Troubleshoot office machines.
• Other duties, as assigned.

Education and Experience

Knowledge, Skills and Abilities

Work Environment

Physical Abilities

Disclaimer

This job description is not intended to be all-inclusive; an employee will also perform other reasonably related job responsibilities as assigned by immediate supervisor and other management as required.  The Missouri Department of Conservation reserves the right to revise or change job duties as the need arises.  This job description does not constitute a written or implied contract of employment.  Management reserves the right to change job descriptions, job duties, functions, and requirements.