Accounts Payable Clerk

POSITION TITLE: Accounts Payable Clerk

REPORTS TO: Accounting Manager

SUPERVISES:

PURPOSE OF POSITION: Responsible for assisting in the detailed performance and maintenance of accounts payable, and assisting in bookkeeping and other fiscally related tasks to ensure the efficient operation of the city government. An incumbent in this position is also responsible for related clerical duties and administrative support functions in the daily operation of the department.

ESSENTIAL FUNCTIONS:

Compiles, prepares and verifies listings of accounts payable claims to be submitted to the Finance Director for City Council approval; upon approval, prepares and forwards claims according to established policies and procedures.

Prepares the listing of bills for the city council minutes.

Responsible for the reconcilement of vendor statements

Assists with the fixed asset records, in part by forwarding new purchase information to the Senior Accountant II at the time invoices are paid.

Assists cashier by helping at the front counter; receives a variety of payments from the general public such as utility payments, licenses and permits; completes standardized forms regarding the receipts of payments

Answers the telephone, takes utility payments over the telephone, takes messages and refers caller to appropriate source for assistance or provides information to callers, as needed.

Assists in balancing city funds, reconciling accounts and maintaining monthly financial reports related to accounts payable; assists in the preparation of financial records.

Prepares miscellaneous accounts receivable billing invoices and monthly receivable reports for all departments of the city, coordinates the collection of receivables.

Records and reports postage meter activity and monitors and maintains adequate funding of postage accounts.

Provides public records and information to citizens, the media and other agencies, upon the discretion of the Finance Director.

Performs a variety of clerical duties such as data entry and photocopying, and other related duties as needed.

Operates standard office equipment in the performance of job duties, i.e. fax machines, copier, personal computer, calculator, etc.

Establishes and maintains positive public relations with the general public, other employees, community groups, other governmental agencies and municipal officials.

MARGINAL FUNCTIONS:

The job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned.

ESSENTIAL KNOWLEDGE, EXPERIENCE AND ABILITY:

Knowledge of and ability to apply general principles utilized in private or public sector accounting, business or finance administration.

Knowledge of and ability to utilize record keeping/bookkeeping principles and procedures.

Knowledge of and ability to apply general principles of accounts payable and payroll functions.

Knowledge of and ability to perform input and retrieval functions utilizing a variety of computer programs dealing with word processing, spreadsheet and databases.

Knowledge of and ability to apply routine office procedures and standard clerical techniques.

Knowledge of and ability to perform accurate mathematical calculations such as addition, subtraction, multiplication and division, using a calculator, ten-key adding machine or manually.

Ability to learn and apply city, state and federal laws, policies and regulations which impact municipal record keeping, bookkeeping activities and financial transactions.

Ability to learn and apply state statutes and the City Code.

Ability to learn the city's responsibilities and ability to use independent judgment in the performance of duties.

Ability to accurately prepare, analyze and maintain financial information, records and reports with a high level of attention to detail.

Ability to learn the various community resources and agencies available to the general public.

Ability to maintain the confidentiality of appropriate communications, documents and transactions.

Ability to perform job duties efficiently while managing frequent interruptions.

Ability to accurately prepare and maintain various records, reports and other departmental documents.

Ability to plan and organize a personal work schedule, set priorities and meet deadlines.

Ability to operate the Finance Department's various software packages and tools.

Ability to key accurately using a personal computer.

Ability to deal with the general public in a courteous and tactful manner.

Ability to operate standard office equipment.

Ability to understand and follow both oral and written instructions.

Ability to communicate effectively, verbally and in writing, in English.

Ability to establish and maintain effective working relationships with the general public, other employees, and municipal officials.

Ability to maintain regular and dependable in office attendance on the job, including attendance and job performance for possibly prolonged periods of time when called out on short notice due to weather conditions, emergencies, and similar situations of public necessity.

ESSENTIAL EDUCATION, CERTIFICATION AND/OR LICENSES:

1. Must possess a valid driver's license at the time of hire.
2. Must possess Associates Degree and/or successful completion of sixty (60) semester credit hours from an accredited college or university with major work in accounting, finance, business administration or a related field, or an equivalent combination of education, training and experience.
3. Must have working knowledge and experience in computer software for accounting, spreadsheets and word processing
4. Prefer a minimum of 2 years of experience in accounts payable.
5. Must be bondable.

ESSENTIAL PHYSICAL DEMANDS AND TYPICAL WORKING CONDITIONS:

Work is generally performed indoors in an office setting and requires routine bending, lifting and carrying office supplies, books, files and other materials. The incumbent is required to frequently sit for extended periods of time, talk, hear and must have the ability to transport themselves to and from various locations within City Hall. Hand-eye coordination is necessary to operate computers and various other pieces of equipment. While performing the duties, the incumbent is required to use hands to finger, handle, feel or operate objects, tools or controls and to reach with hands and arms. Work hours may occasionally be required in times of darkness. Vision abilities required include close vision and the ability to adjust focus. The noise level is usually quiet or moderate.

Work requires extensive interaction with the general public and may be stressful when dealing with citizens and/or meeting deadlines.

Summary:

The Accounts Payable Clerk is responsible for maintaining and processing accounts payable, bookkeeping, and other fiscal tasks to ensure the efficient operation of the city government. This position also includes clerical duties and administrative support functions. The ideal candidate will have knowledge of accounting principles, record keeping, and accounts payable and payroll functions. They should also be proficient in computer software for accounting and have at least 2 years of experience in accounts payable. A valid driver's license and an Associate's degree or equivalent education is required. This position may require occasional work outside of regular office hours and involves frequent interaction with the general public. #Accounting #AccountsPayable #Bookkeeping #Finance #AdministrativeSupport #Clerical #AccountingClerk #CityGovernment #FinancialTransactions #ComputerSkills #CustomerService #PublicRelations #DeadlineDriven #TeamPlayer #AccountingJobs #FinanceJobs #ClericalJobs #AdministrativeJobs #CityJobs #JobOpening

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