PD Financial Clerk
BASIC FUNCTION:
Position is responsible for the electronic and physical files, facilitating the retrieval of documents by FMO staff, maintaining the Voucher Log Book, assigning voucher numbers to invoices received, providing copies of invoices to the person responsible for VAT Claim submission, and providing electronic copies of vouchers to Agencies requesting this service. Additionally, the position provides clerical support to the entire FMO section answering phones, ordering supplies, and drafting routine correspondence.
MAJOR DUTIES AND RESPONSIBILITIES:
ELECTRONIC FILES (35%)
Key employee responsible for maintaining all files within the Financial Management Office using an electronic data input scanning system. Using a specialized scanner, the employee will scan each Financial Management document required for processing and filing.
The volume of document flow in the Financial Management Office is substantial exceeding 12,000 documents per year (each document can range from 1 to 300 pages).
The employee will receive original source documents from a variety of sources pertaining to the Financial Management Office. Prior to performing any scanning and data entry, the employee must review the source document to ensure consistency and completeness of the document as it refers to the nature of the transaction to ensure proper data input to the filing system. Incumbent must keep a reception log where date is recorded updated so this tool can be a reliable source of information. The employee will use his/her knowledge to properly classify to ensure that the proper element is being used in the filing system.
As keeper of the data in the electronic filing system, the employee will ensure the proper safeguarding of the information, granting access to the database system and performing read/write commands. Position is in charge of ensuring appropriate functioning of scanning equipment.
Emphasis must be placed not only on organization and completeness of files, but also on rapid recovery of documents to answer queries by our client agencies, mission offices, auditors, and vendors.
The position also requires providing electronic copies of vouchers to Agencies and research material such as back-up copies of Financial Management files to our client agencies. This research can include retrieving records dating back 5 years and stored in our warehouse facilities.
The position plans and arranges the maintenance and preparation of information needed for various reports, briefings, conferences, etc.
The position is involved with organizing the flow of documents in the Financial Management Office, including:
- Official correspondence and cables and funding, obligation, and voucher document processes in the office.
- Responsible for establishing electronic files for prior years as required by the Financial Management Office and storing into CD's for easy retrieval.
FILES (15%)
• Responsible for the maintenance of all physical original files and pertinent documents required to be safeguarded in the Financial Management Office (in hardcopy form). Ensure chronological and or sequential numbering scheme for all documents. Must ensure the completeness of each document filed. Maintenance of the files includes both Embassy Quito and Consulate Guayaquil.
• Responsible for the design of filing system. Must use expertise and have knowledge of designing and implementing an efficient filing system. Emphasis must be placed on organization, completeness of files and efficiency of retrieval. Will develop a labeling system for each file as well as an index system of the files.
• Must review all documents in storage at the warehouse and ensure proper disposition of official original documents. Must follow the regulations for time period of storage and forward to the appropriate permanent storage facilities in Washington with proper documentation.
• At the end of each fiscal year, employee is responsible for properly labeling and classifying documents that require storage at our Post warehouse facility as required by Financial Management regulations.
VOUCHERING (35%)
• Incumbent is responsible for entering relevant information in the Voucher Log Book Application when invoices are received in the FMO office, such as vendor, description, amount, date, etc.
• After information has been entered, a number automatically generated by the application must be assigned to each invoice. In a new screen on the same application, the assigned numbers will be entered as well as the voucher examiner who will process the voucher, the invoice amount, and the number of invoices paid within the same voucher.
• Deliver invoices for processing to Voucher Examiners once entered in the voucher log book.
• Certified vouchers will be returned to the Financial clerk in order to update approval date and the certifying officer fields in the Voucher Log Book Application.
• After this information is completed, incumbent is in charge of sending notification to employees, both Americans and FSN’s, of processed transactions, so they will have knowledge of the status of claims.
• Incumbent is responsible to identify invoices over $300 and make copies of vouchers for VAT Reimbursement. Copies are kept in a chronological way and delivered to the person in charge of processing the claim.
ADMINISTRATIVE SUPPORT (15%)
• Serves as receptionist for the Financial Management Office, providing guidance to customers when they come to Financial Management Office. Administers office supplies requisitions. Maintains the office Supplies inventory. Files work orders for necessary repairs on any office equipment or furnishings. Provides typing support for the Financial Management Office when required, including typing of cables and other memos or correspondence required between the Financial Management Office and other offices.
• Mails official documents from the FMO office.
• Scans and mails personnel actions to Payroll Liaison.
• Scans and mails a wide range of official documentation requested by FMO staff.
• Picks up mail from the mailroom and deliver in the FMO office.
• Picks up mail from pouch room and distribute among the FMO office.
• Converts scanned documents into excel and word.
• Delivers E&L Statements to selected American Staff.
REQUIRED QUALIFICATIONS:
A) EDUCATION: Completion of Secondary School.
B) PRIOR WORK EXPERIENCE: One to two years of prior clerical experience particularly with files, data input, and working with scanners.
C) POST ENTRY TRAINING: On the job training in the use of the electronic file system Capture Perfect 3.0 (software and hardware).
D) LANGUAGE PROFICIENCY: Level III (good working knowledge) written/spoken in English and Spanish is required.
E) KNOWLEDGE: Knowledge of filing systems is required (chronological and numerical). Basic knowledge of financial documentation to ensure records are complete when filed.
F) SKILLS AND ABILITIES: Good interpersonal skills and must be customer service oriented to be able to deal with internal and external customers. Must have strong computer skills and able to work with Windows applications (Word, Excel, Access). Must have good organizational skills and the ability to establish priorities. Must possess standard typing skills (40 WPM). Must be able to lift boxes when arranging files in warehouse
POSITION ELEMENTS
A) SUPERVISION RECEIVED: Position is directly supervised by the Supervisor Voucher Examiner (N52-238). Position also serves as assistant to FMO.
B) AVAILABLE GUIDELINES: Standard Operating Procedures ad scanning and server software and hardware instruction manuals. US Government regulations for filing and Disposal of official records.
C) EXERCISE OF JUDGMENT: Must exercise poise and tact in dealing with internal and external customers.
D) AUTHORITY TO MAKE COMMITMENTS: N/A.
E) NATURE, LEVEL, AND PURPOSE OF CONTACTS: Position maintains daily contact with LES co-workers and ADH and administrative personnel from different sections for the retrieval and reproduction of financial documents. May include providing information to different offices
F) SUPERVISION EXERCISED: N/A.
G) TIME REQUIRED TO PERFORM FULL RANGE OF DUTIES: Six months.
Revised March 2009
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