Accountant I - Accounts Payable

Responsible for the purchasing and accounts payable process of the city in accordance with applicable city and state purchasing regulations and procedures and governmental fund accounting principles.

Accounts Payable:

1. Reviews and analyzes all purchase requisitions to ensure compliance with legal requirements for local government purchasing. Verifies account coding accuracy and proper budget account charges.
2. Process all incoming invoices, matches them with purchase orders, and reviews for completeness, correct dollar amounts, correct account codes, sales tax, and discounts. Recoups sales tax on invoices as needed through Tungsten
3. Prepares payment vouchers for data entry, uploads ACH vendor payment files, and addresses returned ACH payments.
4. Maintains audit workpapers related to the Accounts Payable function. Reconciles accounts payable quarterly.
5. Resolves issues in Tungsten public folders, including PRD Exceptions, reroutes, and errors.
6. Reviews and approves prepayment reports before check runs, ensuring no duplicate payments or vendor issues.
7. Sets up ACH vendors in accounting software, verifying accuracy and validation.  
8. Reviews the Address Book Audit Report weekly, documenting vendor additions or changes.
9. Codes and processes recurring payments, such as utility bills, leases, legal retainers, and other monthly expenses. Initial coding of legal invoices, routing them manually for approvals and necessary changes
10. Administers Sam’s Club, Amazon Business, and p-card accounts, including opening/closing accounts, adjusting limits, addressing fraud, and assisting users.
11. Completes vendor credit applications and mails out W-9 forms, maintaining the W-9 schedule.
12. Reviews and approves p-card transactions in Tungsten, forwarding reconciled statements to the appropriate personnel.
13. Prepares and conducts training sessions for employees on purchasing, accounts payable procedures, and Tungsten system usage.
14. Troubleshoots user issues and serves as a resource for ongoing support.
15. Works with LOGIS to set up new Tungsten users, delete accounts, reset passwords, and configure proxies.
16. Performs accounts payable reclassifications as needed.
17. Serves as a backup for check runs, purchase order processing, accounts payable mailbox management, and validation during staff absences.
18. Communicates effectively with City employees and vendors to resolve discrepancies related to purchasing regulations and processes, invoices, or purchase orders.
19. Acts as the City's liaison with County, State of Minnesota, and other cooperative purchasing agreements. Advise staff with information of contracts available for City use.
20. Updates yearly forms, such as mileage rates, and communicates changes to employees.

Fixed Assets and Vehicle/Equipment:

1. Maintains fixed assets by setting up new assets, disposing of assets (recording gains/losses), transferring assets between departments, and preparing monthly depreciation schedules.
2. Prepares and maintains vehicle and equipment schedules for licensing, registration, and insurance purposes.
3. Notifies insurance of changes or additions to vehicles/equipment and reconciles vehicle/equipment lists with the insurance carrier for renewals.
4. Renews tax-exempt and unmarked vehicle tabs, food licenses, and prepares title documentation for undercover vehicles under fictitious names, coordinating with the State of Minnesota.

Miscellaneous:

1. Maintain postage account balances & refill postage meter as necessary.
2. Performs other duties consistent with the responsibilities of the position as assigned by the City.

• Bachelor’s degree in accounting, finance, or related field; emphasis on additional education and/or work experience in computer application; or equivalent training and experience.
• Two years of experience in an accounting setting.
• Working knowledge of computers and Microsoft Office Software.
• Excellent interpersonal skills. Strong customer service orientation to resolve problems and build effective working relationships with internal and external customers.
• Knowledge of governmental fund accounting principles, purchasing regulations and procedures. 
• Knowledge of MN sales tax rules and IRS form 1099 rules.
• Skilled in using a 10-key keypad
• Ability to prioritize, coordinate, and delegate work to ensure timely and accurate completion of tasks. 
• Ability to handle multiple tasks and experience interruptions.

Preferred Qualifications:

• Governmental accounting experience.

Working Conditions and Physical Requirements:

• Work is performed primarily in a standard office environment that includes exposure to computer screens.
• Primary job functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (25 pounds).
• Operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Reports to:  Finance Director and Assistant Finance Director
Schedule:  Full-time, Monday - Friday; Days.  Non-Exempt.
Starting Pay:  Starting pay rate is dependent on qualification and salary history.
Application:  Apply online before the deadline.

Salary : $37 - $47