ACCOUNTS PAYABLE MANAGER

SUMMARY:

ACCOUNTS PAYABLE: Manage accounts payable and purchase order policies & procedures ensuring that all are being run effectively & efficiently. Supervises accounts payable specialists and verifies that all payments are within budget and do not violate any county policies or state statutes. Accounting processes over $34 million in non-payroll expenditures annually for the county.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following:

ACCOUNTS PAYABLE:

• Supervise Accounting Specialists and verify that all duties of the Accounts Payable/Purchasing office are performed in an accurate and timely manner.
• Process Monthly Arkansas Sales/Use Tax Reports in a timely manner

• Verify all annual 1099 processing, ensure all W-9’s, invoices and purchase orders are attached in ERP system by Accounting Specialists
• Responsible for fuel reports for monthly bill back reports as well as other monthly reports as requested by the Comptroller.
• Reviews purchase orders and invoices to verify amounts charged and to ensure the information needed is accurate; explains purchasing policies and procedures to other County Departments and vendors as required.

• Organizes and maintains annual contract files and other related information.
• Assists supervisor with development and update of purchasing policy and procedures.
• Responsible for maintaining and securing funds for travel advances as well as preparing reports for verification of funds weekly.

• Reviews all County payables for accuracy, including authorized signature, vendor name and address, account codes, amounts, supporting documents and correct tax computation; assigns vendor numbers and enters data into computer.
• Balances each batch with Treasurer’s office, transfers accounts payables and payroll benefits to Treasurer’s office for payment on a timely basis.
• Answers questions of other County departments regarding accounts payables.
• Request & verify all county credit card reconciliations and that payment is made in a timely manner.
• Other duties as assigned by the Comptroller

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential job duties. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SUPERVISORY RESPONSIBILITIES:

This position supervises two Accounting specialists. In addition, the incumbent will be performing supervisory duties in the coordination of grant proposal preparation and ongoing grant management and will provide leadership to various cross-functional teams in the development of priorities and grant administration.

EDUCATION and/or EXPERIENCE:

This position prefers a Bachelor’s Degree in Public Administration, Business, or another related field. Knowledge of Federal, State, and private grant applications is essential in successfully performing the duties of grant administrator. In addition, five years of experience in Accounts Payable and/or grants administration required with at least one year in a supervisory role. Professional certification and/or certificates of instruction in grant writing and administration is preferred.

• Considerable knowledge of accepted purchasing and accounting principles, practices and procedures.
• Considerable knowledge of federal, state, and county legal requirements for government purchasing.
• Considerable knowledge of business contracts, markets, market prices and availability of products.
• Considerable knowledge of Arkansas Sales/Use tax regulations applicable to government purchases.
• Ability to conduct research into products and vendors through use of all available sources including Internet research
• Ability to maintain complex record keeping systems.
• Ability to guide and direct the work of others.

OTHER SKILLS and ABILITIES:

The individual must possess the ability to communicate effectively, both orally and written. Must possess good judgment, courtesy and tact. Must possess the ability to define problems, research issues, establish facts and draw complete and accurate conclusions from those areas. Must possess the ability to interpret a variety of County, State, and Federal laws in order to make decisions. Must be able to remain professional when confronted by hostile/unruly individuals.

Must have an extensive knowledge of office practices and procedures, office equipment and personal computers. Knowledge of Microsoft Office products is required. Strong organizational skills and the ability to maintain records are necessary to perform successfully in this position. Must be able to accurately generate both written and verbal reports as requested. Must be able to work with minimal supervision, self-discipline and self-motivation.

PHYSICAL DEMANDS and WORKING ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions. While performing the duties of this job, the employee usually works in a typical office setting and must often lift or move objects up to 25 pounds. The employee will regularly be required to sit, talk, listen, and use hands to type or handle objects. The incumbent will also be required to stand on a limited basis when presenting.