Under general supervision of the Accounting Manager, processes accounts payable invoices by matching up invoices, receiving reports and purchase orders. Communicate with city personnel and city vendors regarding payment of outstanding invoices. Reconcile monthly vendor statements and clears outstanding issues. Reconcile open encumbrance balances to the outstanding and open purchase orders and maintains records of payments made against open purchase orders.
The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.
Primary Responsibilities:
- Maintains, reviews and reconciles accounts payable records to ensure compliance with accepted accounts payable principles and standards.
- Reviews invoices, receiving reports and purchase orders verifying accuracy, completeness and compliance with city policy and state law. Authorizes payment in accordance with established procedures and prompt payment laws of the State of Texas.
- Coordinates accounts payable activities with the purchasing function; reviews transactions for documentation, payment authorization, and timely payment.
- Audits and reconciles outstanding purchase orders making corrections/adjustments when necessary.
- Verifies coding on payment requests and makes changes when needed.
- Processes data entry for invoices due in a given week and reviews check voucher reports, prints checks and check registers.
- Maintains the vendor database and the W-9 vendor filing system. Reviews all vendors set up for city business.
- Creates tax form 1099 according to federal regulations, distributes 1099 forms annually and files the appropriate transmittal form with the IRS.
- Responds to inquiries from vendors, businesses and departments regarding financial invoices, payments or conflicts.
- Assists in cross training co-workers on routine assignments.
- Inputs journal entries and prepares journal entries and invoice maintenance for correct codes.
- May assist with payroll review or filing when required.
- Processes accrual entries for accounts payable at year-end and reconciles the accrual account throughout the year.
- Calculates retainage payable for construction projects and codes paperwork appropriately.
- Calculates discounts due for invoices with 2/10, net/30 payment terms.
Other Duties:
- Assists management with special projects as assigned.
- Travels to attend meetings, conferences and training.
- Regular and consistent attendance for the assigned work hours is essential.
- Performs other related duties as assigned.
- Overtime during peak seasons is required.
Required Knowledge and Skills:
- Knowledge of accounts payable practices and procedures.
- Knowledge of customer service and public relations practices and procedures.
- Knowledge of computers and related equipment, hardware and software for tracking of accounts payable.
- Knowledge of City policies and procedures.
- Ability to interpret City policy and procedure.
- Ability to communicate City policy and procedures to others.
- Knowledge of business English and mathematics.
- Skill in operating a 10-key by touch.
- Skill in effective oral and written communications.
- Skill in processing, preparing, and tracking vendor invoices, and purchase orders.
- Skill in resolving customer complaints and concerns.
- Skill in researching problems and providing solutions to the problem.
- Ability to generate and interpret computer reports.
- Ability to meet deadlines and multi-task.
- Ability to work with constant interruption.
Education, Experience, and Certifications:
- Associates Degree in Business Administration, and three (3) years of accounts payable experience; or equivalent combination of education and experience.
- Must pass a pre-employment drug screen, criminal background and MVR check.
Physical Demands:
- Work is performed in an office environment.
- Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
- Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
- Visual Acuity – prepare, analyze data, transcribing, computer terminal, extensive reading.
- Walking - on foot to accomplish tasks, long distances, or site to site.
- Crouching – bending body forward by bending leg, spine.
- Fingering – picking, pinching, typing, working with fingers rather than hand.
- Handling – picking, holding, or working with whole hand.
- Hearing – perceiving sounds at normal speaking levels, receive information.
- Kneeling – bending legs at knee to come to rest at knees.
- Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
- Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
- Repetitive Motion – substantial movements of wrists, hands, fingers.
Work performed is primarily:
Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
Equipment and Tools Utilized:
- Equipment utilized includes personal computer, copier, calculator, fax machine, adding machine, shredder and standard office equipment.
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