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Technical Clerk

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Classification Details

Classification Information

Classification Title Technical Clerk
Classification Code 45950
FLSA Non-Exempt

Position Details

Position Information

Position Title Technical Clerk
Position Number 130100
Pay Grade 5
Department Library Administration - 26000
Expectations for All Employees:

East Tennessee State University pursues its mission based upon core values. An employee’s job performance must support and exhibit the university’s core values: PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their full potential; RELATIONSHIPS are built on honesty, integrity and trust; DIVERSITY of people and thought is respected; EXCELLENCE is achieved through teamwork, leadership, creativity, and a strong work ethic; EFFICIENCY is achieved through wise use of human and financial resources; and COMMITMENT to intellectual achievement is embraced.

Job Summary
Knowledge, Skills and Abilities
  • Knowledge of general and advance bookkeeping procedures and principles. * Knowledge of computer and spreadsheet applications. * Knowledge of standard office procedures and equipment. * Ability to use a 10 key calculator. * Advanced mathematical abilities, compute rate, ratio and percent. * Proficiency with computerized accounting systems and software programs, Microsoft Word, Microsoft Excel. * Ability to use University and Library computer programs: Sierra, Self Service Banner, FRS, e-Print. * Effective customer service skills. * Ability to multitask, with attention to detail and accuracy. * Ability to pay attention to details, process the work quickly, work independently, excellent record keeping, ability to set goals and resolve to meet those goals.
Required Qualifications

High school diploma or GED with 2 years of office experience and a Bookkeeper Certification.

Preferred Qualifications
Physical Demands
Supervision Given and Received

Performs under general supervision. Determines own methods for performing assigned work.

Version Date May 2013

Job Duties

These are the job duties required of the position.

Description of Job Duty
  • Receives and codes invoices for charges to the appropriate account(s) for payment.
  • Import electronic invoices from vendors using ftp and the library’s online system.
  • Submits invoices, credits and incoming funds for departmental approval; tracks the status of invoices submitted for approval and payment.
  • Research, reconcile and balance library financial records with data entered in the university online system.
  • Reconciles charges listed on the monthly Visa statement with the actual items purchased and received.
Job Duty Type Essential
Description of Job Duty
  • Verify payments and ensure payments are correctly posted as well as monitoring the balance of available funds.
  • Notify the supervisor when a budget transfer may be necessary to cover expenditures.
  • Communicate with the university accounting staff as needed to question and correct discrepancies between library records and amounts posted to Banner.
  • Maintains a file of original paper invoices for each fiscal year.
  • Manages the library’s lease book orders, receipts and returns; maintains a display of the newest lease books along with printed summaries in the lobby for patrons.
  • Enters ordering, invoicing and payment data including bibliographic records, order records, university check number, data and vendor record numbers and in the library’s online acquisitions system.
  • Updates a file of vendors, vendor tax id numbers, university vendor numbers and their contact information.
  • Contacts vendors as necessary when questions regarding invoices, orders and payments arise.
  • Maintains weekly invoice-payment report on an Excel spreadsheet for departmental use.
  • Reviews data and compares with actual paper invoice for errors; manually correct and enters invoice data.
  • Performs other related duties as assigned.
Job Duty Type Secondary