Accounts Payable/Payroll Clerk

Title:

Accounts Payable Clerk

Job Purpose:

Under general administrative direction, provides administrative and operational support to the City Manager, and City Hall Staff as it relates to the day-to-day operations of the organization. This position is responsible for routine-to-moderately complex clerical work to help ensure efficient and effective administrative and financial operations. The job will have two areas of focus: (1) Accounts payable and other various financial responsibilities. (2) Payroll Clerk Duties

Classification:

Non-Exempt (Hourly)

Reports to:

City Manager

Education Requirements

• High school diploma or equivalent
• 0-2 years related experience

Preferred Education, Experience & Certifications:

• Associates degree or higher in Accounting, Public Administration, Business Administration, Liberal Arts, or Law.

NOTE: Any combination of demonstrated experience and training that would likely provide the required knowledge and abilities will be considered.

Essential Functions:

1. Assist in the development, and monitoring of the City budget to ensure funds are allocated/expensed, rectifies shortfalls and amendments; formulates and analyzes financial statements and reports; forecasts trends; evaluates fiscal policies and procedures; transfers funds between operating fund accounts as needed; generates budget reports that reflect all fund accounts; and maintains accurate records.

2. Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with contracted accounting firm records; reconciles credit card purchases and coordinates approved purchasing activitie

3. Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.

4. Managing compensation packages using payroll software, collecting and verifying timekeeping information for all employees calculating pay according to hours worked incorporating leaves and overtime.

5. Maintains file system of various files/records for City; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.

6. Conducts customer service functions in person, by telephone, and by mail or electronic mail, provides information/assistance regarding City services, procedures, fees, or other issues; responds to routine questions or complaints; research problems/complaints and initiates problem resolution.

7. Conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed.

8. Maintains strict confidentiality and conducts business in a mature and professional manner in all correspondence and communications.

9. Enters data in accounting software by receiving, processing, verifying, and reconciling invoices.

10. Reconciles processed work by verifying entries and comparing system reports to balances.

11. Charges expenses to accounts and cost centers by analyzing invoice/expense reports, recording entries.

12. Maintains vendor database and ensures correct entry for invoices by, verifying federal id numbers, , and resolving purchase order, contract, invoice, or payment discrepancies and documentation.

13. Ensures credit is received for outstanding memos.

14. Verifies vendor accounts by reconciling monthly statements and related transactions.

15. Maintains historical records by filing documents.

16. Updates job knowledge by participating in educational opportunities.

Non-essential Functions:

None

Knowledge, Skills and Abilities:

1. Knowledge of planning, coordination, and execution of business functions, and public services delivery.

2. Ability to diplomatically field telephonic or in-person inquiries for the City Manager and redirect to City staff able to handle the situation.

3. When performing work is thorough and conscientious about attending to detail and confidentiality.

4. Ability to identify and takes steps to prevent potential situations that could result in unpleasant confrontations. Manages and resolves conflicts, and disagreements in a positive and constructive manner to minimize negative impact.

5. Ability to grasp the essence of new information; master new technical and business knowledge; recognizes own strengths and weaknesses; pursues self-development; seeks feedback from others and opportunities to master new knowledge. Able to adjust rapidly to new situations warranting attention and resolution.

6. Knowledge of various types of contracts, techniques for contracting or procurement, and contract negotiation and administration.

7. Works with citizens and customers (that is, any individuals who use or receive the services or products that the City produces, including the public, individuals who work in the City, other agencies, or organizations outside the City) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; is committed to providing quality products and services.

8. Ability to exercise good judgment by making sound and well-informed decisions; perceives the impact and implications of decisions; makes effective and timely decisions, even when data is limited or solutions produce unpleasant consequences; is proactive and achievement oriented.

9. Ability to maintain high standards of ethical conduct and understands the impact of violating these standards on the City, self, and others; chooses an ethical course of action; is trustworthy.

10. Considers and responds appropriately to the needs, feelings, and capabilities of different people in different situations; is tactful, compassionate and sensitive, and treats others with respect.

11. Ability to be sensitive to cultural diversity, race, gender, and other individual differences in the workforce; manages workforce diversity.

12. Knowledge of computer desktops, laptops, and operating systems and their applications.

13. Knowledge of planning, development, implementation, and administration of systems for the acquisition, storage, and retrieval of data.

14. Knowledge the City’s mission and functions.

15. Ability to understand and interpret written material, including technical materials, rules, regulations, instructions, reports, charts, graphs, or tables; applies what is learned from written material to specific situations.

16. Is open to change and new information; adapts behavior or work methods in
response to new information, changing conditions, or unexpected obstacles; effectively deals with uncertainty.

17. Demonstrates belief in own abilities and ideas; is self-motivated and results oriented; recognizes own strengths and weaknesses; seeks feedback from others and opportunities for self-learning and development.

18. Uses efficient and cost-effective approaches to integrate technology into the workplace and improve effectiveness.

Job Type: Full-time

Pay: $16.25 - $21.63 per hour

Expected hours: 40 – 45 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person

Salary : $16 - $22