Clerk-Support Services Data Entry.pdf

Socorro Independent School District - El Paso, TX

Full-time

El Paso, TX

Educational Services

About the position

The Support Services Data Entry Clerk plays a crucial role in providing clerical support and data entry for the support services within the school district. This position is primarily focused on managing data related to warehouse inventory requisitions from various district campuses and departments. The clerk is responsible for ensuring that all data entry tasks are completed accurately and efficiently, which is essential for maintaining the flow of inventory and ensuring timely payments for services rendered. The role requires a high level of attention to detail and the ability to communicate effectively with both district employees and external vendors. In addition to data entry, the clerk will tabulate warehouse invoices and prepare purchase orders or payment authorizations to be sent to the appropriate departments. This involves running necessary reports to assist in ordering inventory items, maintaining low stock levels, and preventing stockouts. The clerk will also trace errors and record adjustments to correct charges or credits posted to incorrect accounts, ensuring that all financial records are accurate and up to date. The position requires collaboration with district employees and vendors to ensure timely delivery of inventory items and compliance with district, state, and federal procurement regulations. The clerk will also be responsible for maintaining a systematic set of records for all payable transactions and reviewing monthly budget printouts for outstanding purchase orders. Training new staff members in proper procedures and data entry operations is also a key responsibility of this role. Overall, the Support Services Data Entry Clerk is integral to the efficient operation of the warehouse department and the school district as a whole.

Responsibilities

• Performs all data entry on warehouse inventory requisitions from all district campuses and departments.
• Tabulates all warehouse invoices and prepares purchase orders and/or payment authorizations to be sent to appropriate department for payment.
• Runs necessary reports to assist in ordering inventory items, maintain low stock levels, prevent stock outs and provide historical data for more efficient management of inventory levels.
• Traces errors and records adjustments to correct charges or credits posted to incorrect accounts.
• Works with district employees and vendors to assure timely delivery of inventory items.
• Maintains a complete and systematic set of records of all payable transactions of the warehouse department.
• Reviews monthly budget printouts for outstanding purchase orders, and encumbrances, and follows up on documentation needed to complete for payment.
• Works cooperatively with all district employees and vendors to assure all purchases made for the warehouse department comply with district, state, and federal regulations dealing with procurement standards.
• Communicates with vendors and district employees to rectify any errors and purchase orders or inventory requisition.
• Helps train new additions to the staff in proper procedures, inventory requisition, data entry and computer operations to run reports as required.
• Communicates regularly with the warehouse supervisor in all aspects of accounts payable for the warehouse department.
• Performs all bookkeeping tasks associated with the specific position.
• Maintains records/quotations of all purchase orders.
• Assumes the responsibilities of the secretary in the event of her absence.
• Maintains a regular filing system, ensuring confidentiality and processes incoming correspondence as instructed.
• Upholds and adheres to safety rules and policies of the SISD safety Program.
• Supports the goals and objectives of the school district and follows all district policies.
• Demonstrates the ability to attend work on a regular and routine basis to avoid disruption to district operations.
• Performs any other duties as assigned by the appropriate supervisor.
• Provides optimal customer service to all students, employees, parents, community members and any other stakeholders of the district.

Requirements

• High School diploma/equivalent or higher.
• Minimum of five years verifiable experience in accounts payable operations.
• Typing speed of 40 words per minute with proven working knowledge of computer data entry and retrieval.
• Ability to effectively communicate with district employees and the general public.