plain unvarnished figures & still have job

I have a long involved story- so please bear with me.
I work for an intergovernmental agency (our funds come from different municipal governments that use our services)- we are not a 501c3- but still have to spend every penny by the end of the fiscal year.
I am, what I would term, the accounting assistant- even though I have never had any formal accounting experience- nor is it in my job title.
The bills come to our address, I code them to the matching line item number, or cost code, enter them briefly into an excel spreadsheet with these column headings:
Vendor: Qwest descript

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