Senior A/P Specialist
Senior A/P Specialist
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Job Description
Starting Pay: $25.82/hr $28.10/hr
Please click the link below for Benefits Information:
Processes accounts payable assists in contract administration reconciles electronic payment transactions analyzes Capital Assets and provides administrative and customer service support within the Department and throughout the City.
II. Essential Job Duties
A. Financial analysis processing and reporting
- Will process accounting entries for electronic (ACH) payments including purchasing cards and employee insurance made from City bank accounts by automatic withdrawal as assigned.
- Researches unclaimed payments (stale dated checks) from a list provided by a City Financial Analyst.
- Determines disposition of the unclaimed payments (reissue void request or request funds be moved to the unclaimed funds account for future forfeiture to the State per guidelines).
- Will perform a variety of accounting and financial tasks which may include posting financial data balancing accounts reconciling bank statements and maintaining financial ledgers as assigned.
- Prepares or completes various forms correspondence reports checks tax forms contract files and other documents.
- Generates computerized and/or manual reports; balances reports; submits reports to appropriate individuals or agencies; forwards or retains reports as appropriate and as assigned. Analyzes results for variances and recommends solutions for correcting.
- Receives cross training on payroll to assist as a backup processor.
B. Accounts Payable
- Notifies departments of missing information with regards to accounts payable documentation requirements.
- Processes all accounts payable adjustments and modifications.
- Ensures all payments follow the Citys terms for payment and makes payments in a timely manner from the point they are turned in for processing.
- Reviews department coding of invoices as a second review to make certain a code is appropriate.
- Prepares check runs and ACH transactions per the posted AP schedule.
- Manages compliance to the Citys purchasing policy with regards to accounts payable and ensures all internal controls are being adhered to in regards to any process directly involved in AP or alerts management to any issues on compliance or internal control violations in any area of the city.
- Investigates and resolves problems associated with processing of invoices and purchase orders.
- Assists departments in obtaining vendor tax information (W9s) and vendor information forms.
- Prepares 1099s (annual vendor payment statements).
- Ensures 1099s are reported to vendors and the IRS by January 31st.
- Remains up to date on new regulation and submission deadline data changes.
- Updates accounts payable procedures and forms as needed.
- Assists in implementation of accounts payable software; takes the lead as needed.
- Ensures all payments requested are performed within 60 days of month end.
- Educates departments via biweekly communication of the impending cut off for a month and/or fiscal year.
- Manages the integration spreadsheets and enters all integration expenses (utilities) and reconciles them to the bank no less than monthly.
- Ensures all integration expenses are transferred into the accounting software within 15 days of month end.
C. Contract Administration
- Reviews contract payment requests; confirms the contract is fully executed and that all figures on the payment request are a match to the approved contract.
- Verifies the coding on the contract summary sheet is in line with the coding on the payment request. Notifies the departments if a discrepancy is noticed or recommended by an analyst.
- Reviews outstanding contracts upon request from management; special attention to contracts that have gaps or missing payments.
- Verify executed contract amendments and change orders; updates summary sheet with the information.
- Responsible for creating retainage payment invoices for contracts over $500000 as dictated by the contract and established retainage agreements obtained by the project managers.
- Responsible for sending payments to the retainage account established by the vendor and assists in the retainage release documentation; submits final request to the holding bank.
- Performs a variety of accounting tasks including writing up general ledger journal entry requests.
- Ensures payments of payment ready contract invoices are made in a timely manner.
- Works closely with other departments to correct any outstanding issues delaying payment.
D. Capital Assets
- Analyzes expenses coded to Capital Asset accounting codes after every AP cycle to verify the coding in accurate.
- Prepare journal entry for expenses that need to be moved from the 89xxxs to another expense code and review entry with the Financial Manager.
- Process needed entry if period is still open. If period is closed have manager process entry.
- Update and review the Capital Asset list monthly. Verify only items that are a capital asset (design construction and construction admin) are listed as a capital asset.
- Quarterly update the charts for Quarterly Reports to reflect Capital Asset projects and associated expenses. Also update the integration file used to update the Capital Asset module in the accounting software.
- Annually prepare the Capital Asset report for Auditors calculate deprecation for both Water & Sewer and Governmental. Process the Water & Sewer depreciation entry in the accounting software. Update the Governmental deprecation amounts in the ACFR.
- These duties will be performed as main point of contact or as back up.
E. PCards
- Download the monthly PCard file provided by the Purchasing Card provider and analyze coding.
- Review for any expenses that are not coded in the file.
- Spot check a variety of expenses to verify coding is accurate (i.e. travel lodging meals)
- Prepares file for integration and performs integration into accounting software once payment has been drafted from the bank.
- Notifies Manager or Comptroller if file is not available or if payment has not been drafted from the bank by the due date each month.
- Review all expenses code to Prepaid pull copies of receipt and move expense to money expense will occur in (i.e. future flights registrations etc.)
- Reviews file for expenses with a project number notated. Updates the Project workbook with the expenses recorded for each month.
- These duties will be performed as main point of contact or as back up.
F. Department and customer support
- Assists employees and departments by answering technical questions and providing services relating to accounts payable and general finance office operations.
- Performs customer service functions; provides assistance and information related to department services procedures forms fees or other issues; responds to questions complaints or requests for service; initiates problem resolution and/or obtains proper authorization before responding.
- Communicates with state officials and auditors regarding accounts payable or other financial services and questions.
- Creates utility data models as needed and maintains the data models once established.
- Assists in department scanning and indexing of various financial documents (invoices journal entries vendor forms etc.).
- Backup trainer and processor for scanning and indexing for the Purchasing department as needed.
- Trains new staff on scanning and indexing as needed.
- Reviews documents and instructions accompanying items sent to the finance office to determine proper disposition.
- Volunteers or is assigned projects to assist other departments as time allows and as city priority dictates.
G. Internal Controls
- Responsible for following AP Internal Controls including backup preparer reviewer and recorder purposes.
- Responsible for Budget Compliance by reviewing single line disbursements and automatic withdrawals at or over $50000 to ensure requests have required documentation (contract or purchase order) and disbursements and automatic withdrawals totaling at or over $25000 have required documentation (requisition contract or purchase order); thereby having been reviewed against the budget by the issuer.
- Responsible for Assisting with Grant Compliance by providing payment information to the grant administrator regarding completed payments involving grants as requested.
- Responsible for answering Accounts Payable audit inquiries.
- Complies with the 60day deadline for closing the financial period and completion of financial statements as they relate to the Accounts Payable process as required by the State.
III. Other Job Duties
Performs other job duties as assigned including:
- Perform related duties and responsibilities to assist other employees in the department as required.
- Collects and inputs the statistical data for the ACFR.
IV. Primary Job Challenges
Primary challenges of this position include understanding City state and federal policies and regulations. Another challenge of this position is working with other departments to obtain necessary information in order to process work.
V. Equipment Operated
Computer and other office equipment such as printers and fax machines
VI. Key Competencies Required
- Job Content Knowledge
Has considerable knowledge of the policies procedures and activities of the City and accounting practices as they pertain to the performance of duties relating to the position. Is knowledgeable of ledger maintenance payroll and accounts payable practices as necessary in the completion of daily responsibilities and of applicable state local and federal laws and guidelines. Has comprehensive knowledge of the terminology principles and methods utilized within the department. Is knowledgeable and proficient with computers. Has the ability to perform data entry and to type accurately with appropriate speed.
- Language Skills: Read analyze and interpret general business periodicals professional journals technical procedures or governmental regulations. Write reports business correspondence and procedure manuals. Effectively present information and respond to questions from groups of managers customers and the general public.
- Mathematical Skills: Calculate figures and amounts such as discounts interest commissions proportions percentages area circumference and volume. Apply concepts of basic algebra and geometry.
- Reasoning Ability: Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. In decision making some choices are known while others may need to be identified. Some reliance on precedent. Interpret a variety of complex instructions furnished in written oral diagram or schedule form.
- Teamwork: Develops constructive and cooperative working relationships with others. Encourages others to express their ideas and opinions. Provides input into identifying and solving problems. Anticipates need of others for information about job tasks and work environment and provides it to them in a timely manner. Willingly assists others with job tasks when appropriate.
VII. Physical Demands and Work Environment
Physical Demands: Performance of the essential duties of this job requires the incumbent to:
- Must remain in a stationary position 50% of the time.
- Occasionally move about inside the office/building to access file cabinets office machinery the public etc.
- Constantly operates a computer and other office productivity machinery such as a calculator copy machine computer printer and telephone.
- Regularly positions self to maintain office area and items needed to complete daily tasks.
- Regularly communicates information and ideas so others will understand. Must be able to exchange accurate information in these situations.
- Occasionally moves/transports up to 10 pounds.
Work Environment: Performance of the essential duties of this job requires:
The work environment is moderately noisy (examples: business office with computers and printers light traffic).
VIII. Qualifications
Education and Experience: The required knowledge skill and abilities to satisfactorily perform job duties are normally acquired through obtaining an Associates degree and a minimum of three (3) years accounts payable experience; or an equivalent combination of education and experience.
Preferred Certifications/Licenses:
Certified Accounts Payable Associate (CAPA)
Certified Accounts Payable Professional (CAPP) certification
Required Experience:
Senior IC
Employment Type
Hourly
