What are the responsibilities and job description for the Fiscal Assistant (Accounts Payable) position at City of Kingsport, TN?
Purpose
Under general supervision, performs various accounts payable related activities for the City of Kingsport and Kingsport City Schools, including such activities as the timely payment of all vendor invoices and expense vouchers and maintaining of accurate records and reports.
Essential Functions
- Receives invoices directly from vendors and forward those invoices to department managers for review and approval.
- Reviews all payment requests for appropriate documentation and requisite approval authority.
- Enters properly approved invoices and other contractual obligations into accounts payable system for payment.
- Prioritizes invoice payment processing in order to take advantage of cash discounts, to avoid interest and/or penalties, and to adhere to agreed-upon payment terms/plans.
- Corresponds with city and school departments regarding proper documentation, receiving reports, processing deadlines and other invoice issues.
- Corresponds with vendors and responds to payment status inquiries. Researches aged invoices received from vendor and reviews vendor history in accounts payable system to see if previously paid and if not paid, then forwards those invoices to appropriate department manager for review and approval.
- Reconciles vendor statements to vendor history in accounts payable system and contact vendor for any invoices listed on the vendor statement not paid or sent for review and approval.
- Adheres to company policies in the performance of all assigned accounting duties and communicates any compliance deviations and internal control weaknesses to management timely.
- Works with various software applications such as Microsoft Excel, Word and the AS 400 system.
- Maintains department files and records in compliance with department standards and all applicable regulations, policies, and procedures.
- Performs other duties as assigned.
Qualifications
- Knowledge of standard Accounts Payable processes and procedures;
- Effectively communicate to internal and external customers effectively on matters concerning Accounts Payable;
- Skill in the operation of 10 key calculators;
- Effective customer service skills essential;
- Knowledge of accounting principles and practices;
- Knowledge of City accounting systems, fiscal policies, procedures, and standards.
- Knowledge of office methods, procedures and practices;
- Skill in the operation of office equipment including typewriters, computer terminals, personal computer applications, and computer financial software;
- Skill in establishing and maintaining effective working relationships with city staff and the public.
- Skill in applying bookkeeping principles to the maintenance of standard fiscal and accounting records;
- Skill in performing arithmetic computations and tabulations rapidly and accurately;
- Knowledge of basic double entry bookkeeping principles, practices and how accounting transactions are recorded.
Education and Experience
High school graduate or GED plus experience equivalent to two years full time work in Accounts Payable/bookkeeping; OR completion of a post high school education in Bookkeeping or Accounting may substitute for one year required experience. AS400 Experience is preferred, but not required.
