What are the responsibilities and job description for the Accounting Technician - Accounts Payable position at City of Arlington, Washington?
JOB
The Accounting Technician – Accounts Payable will manage and execute activities within the accounts payable function, ensuring timely and accurate processing of vendor invoices, adherence to financial policies and procedures, and maintenance of financial documentation. This position will perform a variety of professional analytical and general accounting functions with a focus on accounts payable and customer service.
EXAMPLE OF DUTIES
Invoice Processing: Audit invoices for proper authorization, documentation and coding. Reconciliation of vendor statements to invoices and/or packing slips. Verify sales and use tax computations. For public work projects, verify prevailing wage, intents & affidavits and retainage.Collaborate with departments to resolve discrepancies related to invoice approvals.Manage the City’s purchasing and fuel card programs including issuance of cards, spending authority, reconciliation of receipts and processing payments.Payment Management: Process vendor invoices for payment and process checks in accordance with internal guidelines.Monitor and manage accounts payable aging reports to avoid overdue or duplicate payments.Maintain postage meter and ensure meter has adequate funds.Record Keeping: Maintain vendor files to ensure accuracy of information.Maintain detailed and organized records of invoices, payments, and transactions in compliance with applicable records retention schedules.Ensure compliance with financial and audit requirements through meticulous documentation.May respond to public records requests related to the accounts payable function.Responsible for maintaining and updating the City’s vehicle, property and inland marine schedules with the City’s insurance carrier.Maintain electronic forms such as travel/training and expense reimbursement forms.Vendor Relations: Serve as the primary point of contact for vendor inquiries related to accounts payable.Establish and maintain strong relationships with vendors and internal stakeholders to facilitate smooth financial operations.Financial Reporting: Preparation of monthly, quarterly, and annual financial reports related to accounts payable.Contribute to financial audits by providing necessary documentation and explanations.Conducts year end closing procedures including preparation and filing of 1099’s and unclaimed property reports.Policy and Procedure Development: Conduct regular policy reviews and make recommendations to enhance efficiency and compliance.Assist with updating department policies and procedures pertaining to accounts payable.Maintain standard operating procedures for all aspects of the accounts payable process.Coordinate, interpret and implement local, state and federal laws as applicable to accounts payable and processing payments.Training and Development: Organize and conduct departmental training sessions to ensure all staff members are aware of and compliant with current accounts payable policy and procedures.Act as an information resource to support departments which includes having extensive knowledge of the city’s travel and training policy, sales tax requirements, retainage and L&I intents and affidavits.Customer Service and Cash Handling: Assist with front desk and phone coverage as needed.Interface with customers to process payments efficiently and resolve any related utility billing or general inquiries.Perform deposit reconciliations to ensure accuracy and compliance with financial procedures.Maintain exceptional customer service by responding to requests with professionalism.Required Knowledge, Skills and AbilitiesKnowledge of the Budgeting, Accounting and Reporting System (BARS) and cash basis accounting.Knowledge of accounts payable, government accounting and internal controls.Ability to read, understand, and apply rules, regulations, ordinance and laws applicable to functional area of assignment.Ability to provide excellent customer service to internal and external customers.In-depth knowledge and skill in office practices, procedures, and utilizing standard office equipment including the ability to learn any new or modified equipment and/or software.Ability to coordinate and carry on a number of activities simultaneously under stressful and busy conditions.Ability to develop and maintain positive relationships with co-workers, supervisors, citizen groups and the public in general.Manual dexterity to operate standard office equipment and visual and hearing acuity.Proficiency in accounting software and Microsoft Office Suite.Strong analytical skills, attention to detail, and the ability to manage multiple tasks.Excellent customer service abilities with strong communication and interpersonal skills.
SUPPLEMENTAL INFORMATION
This position is represented by the Arlington City Employees, Local 2849 of the Washington State Council of County and City Employees, Council 2, AFSCME
The Accounting Technician – Accounts Payable will manage and execute activities within the accounts payable function, ensuring timely and accurate processing of vendor invoices, adherence to financial policies and procedures, and maintenance of financial documentation. This position will perform a variety of professional analytical and general accounting functions with a focus on accounts payable and customer service.
EXAMPLE OF DUTIES
Invoice Processing: Audit invoices for proper authorization, documentation and coding. Reconciliation of vendor statements to invoices and/or packing slips. Verify sales and use tax computations. For public work projects, verify prevailing wage, intents & affidavits and retainage.Collaborate with departments to resolve discrepancies related to invoice approvals.Manage the City’s purchasing and fuel card programs including issuance of cards, spending authority, reconciliation of receipts and processing payments.Payment Management: Process vendor invoices for payment and process checks in accordance with internal guidelines.Monitor and manage accounts payable aging reports to avoid overdue or duplicate payments.Maintain postage meter and ensure meter has adequate funds.Record Keeping: Maintain vendor files to ensure accuracy of information.Maintain detailed and organized records of invoices, payments, and transactions in compliance with applicable records retention schedules.Ensure compliance with financial and audit requirements through meticulous documentation.May respond to public records requests related to the accounts payable function.Responsible for maintaining and updating the City’s vehicle, property and inland marine schedules with the City’s insurance carrier.Maintain electronic forms such as travel/training and expense reimbursement forms.Vendor Relations: Serve as the primary point of contact for vendor inquiries related to accounts payable.Establish and maintain strong relationships with vendors and internal stakeholders to facilitate smooth financial operations.Financial Reporting: Preparation of monthly, quarterly, and annual financial reports related to accounts payable.Contribute to financial audits by providing necessary documentation and explanations.Conducts year end closing procedures including preparation and filing of 1099’s and unclaimed property reports.Policy and Procedure Development: Conduct regular policy reviews and make recommendations to enhance efficiency and compliance.Assist with updating department policies and procedures pertaining to accounts payable.Maintain standard operating procedures for all aspects of the accounts payable process.Coordinate, interpret and implement local, state and federal laws as applicable to accounts payable and processing payments.Training and Development: Organize and conduct departmental training sessions to ensure all staff members are aware of and compliant with current accounts payable policy and procedures.Act as an information resource to support departments which includes having extensive knowledge of the city’s travel and training policy, sales tax requirements, retainage and L&I intents and affidavits.Customer Service and Cash Handling: Assist with front desk and phone coverage as needed.Interface with customers to process payments efficiently and resolve any related utility billing or general inquiries.Perform deposit reconciliations to ensure accuracy and compliance with financial procedures.Maintain exceptional customer service by responding to requests with professionalism.Required Knowledge, Skills and AbilitiesKnowledge of the Budgeting, Accounting and Reporting System (BARS) and cash basis accounting.Knowledge of accounts payable, government accounting and internal controls.Ability to read, understand, and apply rules, regulations, ordinance and laws applicable to functional area of assignment.Ability to provide excellent customer service to internal and external customers.In-depth knowledge and skill in office practices, procedures, and utilizing standard office equipment including the ability to learn any new or modified equipment and/or software.Ability to coordinate and carry on a number of activities simultaneously under stressful and busy conditions.Ability to develop and maintain positive relationships with co-workers, supervisors, citizen groups and the public in general.Manual dexterity to operate standard office equipment and visual and hearing acuity.Proficiency in accounting software and Microsoft Office Suite.Strong analytical skills, attention to detail, and the ability to manage multiple tasks.Excellent customer service abilities with strong communication and interpersonal skills.
SUPPLEMENTAL INFORMATION
This position is represented by the Arlington City Employees, Local 2849 of the Washington State Council of County and City Employees, Council 2, AFSCME
