What are the responsibilities and job description for the Accounts Payable Specialist position at Caldwell County Government?
Department
Finance
Location
Lenoir, NC
Position Type
Full-Time
Salary
$37,157.00 - $56,494.00
Date
2025.01.06
Description
ACCOUNTS PAYABLE SPECIALIST
General Statement of Duties
Perform technical and specialized paraprofessional accounts tasks primarily in support of the accounts payable functions.
Distinguishing Features of the Class
An employee in this class performs intermediate technical and administrative support work in support of the accounts payable function of the County Finance office. Work includes preparing and processing accounts receivable invoices and statements; verifying appropriate account codes and entering expenditure data; preparing and processing payments; printing and mailing checks; updating and maintaining vendor information; processing journal entries and budget transfers; answering vendor questions and resolving issues; assisting with year-end processes and procedures; generating spreadsheets and developing reports; processing requisitions and purchase orders; verifying and maintaining financial records, files and reports. Work requires use of paraprofessional accounting knowledge and accuracy in data input and review. Work is performed under the regular supervision and is evaluated through conferences and by review of records and reports to determine the accuracy and timeliness of work and by independent audit of the financial records.
Duties and Responsibilities
Essential Duties and Tasks
- Reviews and verifies invoices submitted by departments for appropriate account codes and expenditure data; matches purchase orders to invoices; reviews supporting documentation; audits and codes invoices with appropriate account numbers; balances statements; and figures sales tax on invoices.
- Enters invoices to be paid; maintains files of invoices, checks and draft payments; generates vendor checks, and other checks on a scheduled or special basis as needed; prints checks and prepares for mailing; scans check copies; matches up invoices and check copies.
- Enters and posts journal entries and budget amendments with corresponding documentation; reviews and keys budget transfers and revisions; processes and distributes requisitions and purchase orders; prepares and distributes financial and accounting reports including budget amendments, related spreadsheets and account reconciliations.
- Responds to staff and vendor inquiries and concerns; communicates with vendors regarding invoices and checks; reconciles vendor statements; investigates and resolves inquiries and discrepancies.
- Enters vendors into the computer system for accounts payable, obtains necessary information from vendors; maintains W-9 on file; updates and maintains vendor files.
- Prepares and distributes financial and accounting reports and related spreadsheets to departments on disbursements and other financial data.
- Receives and responds to inquires pertaining to requisitions, purchase orders, deposits, vendors, budget amendments; maintains and updates signature card book.
- Maintains a variety of accounts payable files and records; retrieves information for auditors or as needed to answer questions.
Additional Job Duties
Backs up other staff as needed.
Performs related duties as required.
Recruitment and Selection Guidelines
Knowledge, Skills, and Abilities
- Considerable knowledge of paraprofessional accounting principles and practices and fiscal reporting.
- Knowledge of standard operating practices involved in modern office operation and
- public service.
- Knowledge of the application of information technology to fiscal, accounting, and administrative work including word processing, database and spreadsheet development.
- Skill in public contact, internal and external customer service and collaborative conflict resolution.
- Ability to understand and apply policies to the maintenance of financial records and reports.
- Ability to develop and maintain effective working relationships with vendors, supervisor, other employees, and the general public.
- Ability to organize work for efficient processing, set and follow effective work priorities, and meet established deadlines.
- Ability to enter data and process information with the speed and accuracy required.
- Ability to solve problems and analyze data.
- Ability to communicate effectively in oral and written forms.
- Accuracy in the entry and proofing of data.
- Ability to make arithmetic computations accurately and with reasonable speed.
Physical Requirements
- Must be able to physically perform the basic life operational functions of fingering, reaching, grasping, talking, hearing, and repetitive motions.
- Must be able to perform sedentary work exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to move objects.
- Must possess the visual acuity to prepare data and figures, perform visual inspections, work with accounting related tasks, operate a computer, do extensive research and reading.
Desirable Education and Experience
Graduation from a two year college with a degree in accounting or business and considerable experience in paraprofessional accounting work, preferably in a municipal or county finance office; or an equivalent combination of education and experience.
Special Note: This generic class description gives an overview of the job class, its essential job functions, and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job questionnaire with a physical abilities checklist which can give further details about that one specific position. Those documents should be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal and defensible personnel decisions
Salary : $37,157 - $56,494
