Accounts Payable Accountant

Position Type:
Administration/Accounts Payable Accountant

Date Posted:
8/27/2024

Location:
Administrative Building TITLE: Payables Accountant
REPORTS TO: Manager of Business Services
DIVISION: Business Services
FLSA STATUS: Non-Exempt
CATEGORY: Full Time 1
STARTING SALARY: $19.33-$24.16/hr DOE
LAST REVISED: August 2024

SUMMARY
The Payables Accountant, under the direction and supervision of the Manager of Business Services, is responsible for the accounting and record-keeping duties outlined below.

QUALIFICATIONS
• A Bachelor's Degree is preferred. An Associate's Degree from an accredited Business School or College is required. Two to four years of current work experience in general bookkeeping with computer input is also required.
• Possess a sound knowledge of accounts payable (including purchasing cards), accounts receivable, cash receipts, and general ledger functions.
• Basic accounting and mathematical knowledge and the ability to process cash and other securities accurately are required.
• Strong computer skills including Microsoft Word, Excel and Outlook are required.
• Familiar with accounting software programs i.e. Incode 10 and RecTrac desired.
• Demonstrate typing skills, familiarity with basic computer usage and use of various business machines.
• Demonstrate problem solving and analytical ability.
• Possess advanced planning and decision-making skills in all phases of work responsibilities.
• Consistently show the ability to produce accurate work and should be highly detail-minded in performing the various work assignments.
• Establishes good working relationships with patrons and the community.
• Ability to maintain a positive and effective working relationship with other supervisors and employees.
• Ability to collaborate harmoniously with fellow employees, patrons, community groups and other units of local government.
• Ability to work independently in day-to-day operations with general direction of the Manager of Business Services.
• Capacity to utilize effective time management skills and be able to work under stress of multiple deadlines, requests from other departments and interruptions with accuracy.
• Ability to work in a team atmosphere, promoting positive work relationships with both internal and external customers.
• Ability to demonstrate leadership qualities to perform required work.
• Ability to communicate effectively with fellow staff and the public both orally and in writing.
• Capacity to be self-motivated and achieve goals with minimal supervision or direction.
• Ability to maintain self-control and composure in difficult situations.
• Capacity to proactively troubleshoot, problem solve and make sound judgments with respect to confidentiality.
• Performs the job safely and in compliance with District policies, procedures, work and safety rules, and the employee handbook.
• Valid driver's license and vehicle insurance.
• Current CPR/AED Certification preferred.

ESSENTIAL FUNCTIONS

Accounts Payable
• Responsible for coordinating, administering, and controlling Payables.
• Put vouchers in order for review by Director and Board monthly.
• File all vouchers in paid file after payment and Board approval.
• Process check and credit card refunds.
• Process all vendor 1099 and W9, and related forms.
• Enter accounts payable batches into accounting system for Board approval.
• Review vendor statements received and track down outstanding payables for entry into accounting system.
• Communicate with and manage vendors.
• Review and update other departments' voucher packets.
• Process voids and reissue checks.
• Create new vendor files in the financial software.
• Run Open Payables report monthly and verify amount of monthly check run.
• Prepare accounts payable and purchase card reports to include in the monthly Board packets.
• Process the vendor check run and mail checks after Board approval.
• Manage the purchase card system and work with staff that submit expense reports.
• Import and process purchase card system data into the financial software.
• Reconcile accounts payable to the general ledger.
• Assist with fixed assets.

Cash Receipts
• Assist with maintaining the deposit spreadsheet for bank reconciliations.
• Enter cash batches and registration activity from recreation software into accounting software as needed.
• Report discrepancies on deposits to supervisor.
• Process registrations in person or at the drive-up window as needed.
• Verify credit card reports to daily deposits into bank account as needed.

Cash Management
• Responsible for coordinating seasonal cash register banks for offsite locations such as Golf Learning Center, beaches, concessions operations, etc.
• Responsible for reconciling and depositing cash register banks received at end of season from Golf Learning Center, beaches, concessions operations, etc.
• Perform random cash audits at all Park District locations that receive, disburse or keep cash on hand.
• Document audit and submit cash audits to the Manager of Business Services.

Petty Cash
• Process all requests and refunds.
• Balance cash box and replenish as needed. Balance receipts, prepare voucher and reimburse.
• Make sure sufficient rolled coin and singles are on hand for daily Office operations.

General Duties
• Enter credit card merchant fees and property tax distributions into financial software.
• Perform accrual process in recreation software and make accrual entry into financial software, as needed.
• Re-class corrections found by staff in all departments into financial software.
• Assist auditors with records and data as needed.
• Prepare confidential material and have access to confidential files as directed.
• Perform duties of Receivables Accountant in their absence.
• Assist in collection of replacement monies for NSF checks as needed.
• Periodically reviewing accounting information in recreation software and verifying data is accurate.
• Assisting other departments with setting up programs and/or assisting in troubleshooting issues with recreation software.
• Periodically perform inventory counts at Racket Club and Golf Learning Center.
• Assists with budgeting for utilities and administrative expenses on an annual basis.
• Exhibit safe working habits.
• File forms, vouchers, checks and personnel documents as needed.
• Report any unsafe conditions to the Safety/HR Specialist immediately.
• Perform other Park District related tasks as requested.

MARGINAL FUNCTIONS
• Work closely with the Receivables Accountant to be a backup.
• Keep up to date on all Front Desk procedures. Fill in when necessary.
• Train employees in computer software as needed.
• Communicate with the Superintendent of Business Services about any computer problems or errors.
• Assist co-workers in the performance of their duties when needed and act as back-up in case of emergency or long-term absences.
• Maintains required departmental records.
• Attends professional conferences and workshops to promote knowledge in related areas of responsibility and for continuing education.
• Serves on in-house committee.
• Perform other duties as assigned.

PHYSICAL FUNCTIONS
• May frequently be required to walk, sit, talk and hear.
• May frequently be required to use hands and/or fingers, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
• May occasionally be required to climb or balance, stoop, kneel, crouch or crawl.
• May occasionally be required to lift and/or move up to 25 pounds.
• Must have specific vision abilities required for this job; close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

PSYCHOLOGICAL CONSIDERATIONS
Worker must be able to work:
• Effectively under stress of deadlines and complaints.
• Independently.
• Cooperate with fellow staff and general public in a proper manner.

PHYSIOLOGICAL CONSIDERATIONS
Prolonged stress and pressures of the position could affect some individuals' blood pressure.

ENVIRONMENTAL CONSIDERATIONS
The Bookkeeper will be using a computer, and office equipment, and visiting buildings that contain park district records.
Worker may be:
• Occasionally in and out of controlled temperatures throughout the day.
• Occasionally at work sites where dust, pollen, mold etc. may be present.
• Involved in repetitive work (i.e. computer keyboard, writing, stuffing envelopes)
• Exposed to various conditions include lighting and temperature.

COGNITIVE CONSIDERATIONS
Worker must be able to:
• Exhibit good problem-solving ability and good judgment.
• Demonstrate good safety awareness.
• Train and/or pass on other prudent safety and other work-related practices to co-workers.
• Use basic math, reading and writing skills
• Follow step-by-step procedures and obtain appropriate end results.
• Exhibit good problem-solving abilities
• Analyze data to create reports, make recommendations, and strategize appropriate follow-up.
• Communicate effectively and respond appropriately to the needs of internal and external contacts.
• Project a positive image and neat appearance to visitors of the park district.

---