Accounts Payable Clerk

$20-$23/hr Depending on Qualifications. Full-Time employer paid benefits package (medical, dental, vision, life, vacation leave, sick leave, retirement, paid holidays)

SUMMARY: Primary person for processing accounts payable, weekly check runs, and oversight of purchasing activities to ensure compliance with Florida Statute and City policy. Under the direction of the Accountant, will perform a variety of accounting-related activities including general journal entry and grant reporting support. Administrative duties supporting the Finance Department include electronic and paper file maintenance.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The following are not to be construed as an exclusive or all-inclusive listing of skills and abilities required to perform the job. Management may delegate other responsibilities as required.

• Demonstrates commitment to Team Destin and our mission, vision, values, and goals and represents the city in a professional, dignified manner at all times both in actions and appearance.
• Contributes to the development and accomplishment of home team work-plans.
• Demonstrate competent knowledge of all applicable policies, codes, ordinances, regulations and statutes.
• Demonstrate competent knowledge of all divisional Key Functions and their associated processes.
• For compliance with Florida Prompt Payment Act, date stamp invoices in, retain copies, and route original invoices to departments for account coding and payment approval (confirmation goods or services were received).
• Performs data entry of invoices for A/P check runs, prepares on-demand checks for emergencies, and reconciles vendor statements.
• Prepares and processes accounts payable twice a week, including selection of invoices approved for payment.
• Verifies proper coding as per adopted budget and required documentation to pay invoices, and ensure all approved documents are scanned into accounting software (invoices, purchasing support).
• Verifies that invoices and check requests comply with city purchasing procedures.
• Create “Warrant of items to be paid” for City Manager and Finance Director review and approval.
• Create and upload positive pay files for AP check runs. Create bank transfer requests for check runs to be reviewed and approved by an authorized person.
• Prepares 1099's and year-end tax documents for vendors.
• Draft responses to all vendor inquiries for review and coordination with Accountant.
• Recognizes regular payments to vendors that should be encumbered to support budget management. Alert Accountant and Finance Director of discrepancies noticed.
• Maintain a list of top 10 services with service providers that must be paid timely (i.e. medical insurance).
• Coordinate regularly with departments to ensure prompt closure of POs.
• Assists with maintenance of fixed asset records in coordination with finance department team.
• Work out invoice discrepancies with Accountant.
• Record and pay all city purchasing cards by the 20th of the month.
• Assist with processing of daily cash receipts for daily bank deposits.
• Assist with compilation of documents for grant reimbursements.
• Demonstrates continuous effort to improve operations, decreases turnaround times, streamlines work processes, and works cooperatively and jointly to provide quality seamless internal and external service.
• Assists in other administrative and clerical responsibilities in the accounting department as needed including documentation management, answering telephone, and assisting internal and external customers.
• As part of accounting pool, assist with general journal data entry.
• Performs other related duties as assigned.
  
  

SUPERVISORY RESPONSIBILITIES: Supervision of other city employees is not required of this position but must be capable of enforcing the city purchasing policies. Support, coordination, training, and assisting other department staff is required.

Qualifications

Education and Experience: Associates Degree in Business, Accounting, or related topic or High School Diploma and two (2) years of work experience in an office environment using scanners, printers and Adobe Pro. Experience using Microsoft products (Excel and Word) is helpful.

Licenses Or Certifications

None.

Special Requirements

None.

Knowledge, Skills And Abilities

• Experience using any accounting software preferred, but not required.
• Skill in the use small office equipment, including copy machines or multi-line telephone systems.
• Skill in using computers for data entry.
• Ability to communicate and organize effectively.
• Ability to read a variety of professional, technical and administrative documentation, directions, instructions, methods and procedures.
• Ability to produce reports with proper format, punctuation, spelling and grammar, using all parts of speech.
• Ability to learn and understand subject matter principles and techniques.
• Ability to make independent judgments in absence of supervision within the scope of respective job duties and tasks.
• Ability to utilize mathematical formulas; add and subtract, multiply and divide totals.
• Ability to interact with people (staff, supervisors, general public and elected officials) beyond giving and receiving instructions to include tactfully mediating conflicts and achieving positive results.
• Ability to perform under maximum stress when confronted with short deadlines, heavy workloads, conflicting interests and high customer demand.
• Knowledge of departmental policies, procedures, and practices.
  
  

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Must be physically able to operate a variety of essential job related machines and office equipment. Must be able to move or carry essential job related objects or materials.

Career Development

• Continuing Education (seminars, job-related coursework at post-secondary institutions, continuing education credits/CEU’s)
• Training (either as participant or trainer)
• Involvement in relevant professional or technical associations
• Serving on city committees
• Volunteering to take responsibility for special projects, cross training
  
  

The City has the right to revise this description at any time. This

description does not represent in any way a contract of employment.

Miscellaneous Information

Background check required