Accounts Payable/Payroll Specialist

GENERALSTATEMENT   

Primarily responsible for Accounts Payable, Payroll, and a variety of specialized clerical, accounting, and administrative work. May also back up other accounting departments.

SUPERVISION RECEIVED

Works under the general supervision of the Finance Analyst and may occasionally receive direction from the Management Analyst or the Finance Director.

SUPERVISION EXERCISED 

None. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Accumulates, calculates, posts, balances, reconciles data. 
• Provides accounting assistance to other departments of the City. 
• Identifies irregularities and researches and revolves discrepancies in accordance with established procedures.  
• Periodically prepares utility, financial, statistical or operational reports as assigned. 
• Performs special accounting projects as assigned. 
• Completes purchase orders, invoices, orders supplies. 
• Provides accounting and clerical support to Finance Department as required. 
• Researches, creates, and edits a variety of electronic correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness. 
• Provides backup for other Accounting Clerk II positions, as needed, to ensure completion of their assigned duties and responsibilities. While the primary responsibilities of the position may be specific to a particular specialty, cross-training will occur between Accounts Payable/Payroll, Accounts Receivable, and Municipal Services Billing.  
• The incumbents in this position are required to perform records management and retention, using the state standards and adhering to City policies, practices and procedures. 

• Processes invoices in ERP system according to City Purchasing Policies and uses three way matching, issuing payments weekly.
•  Responds to internal/external requests for information and assistance; works with other departments and vendors to resolve issues and ensure timely payment of invoices
• Reconciles and processes monthly journal entries for city purchase cards 
• Monitors accounts to ensure payments are up to date, researches and resolves invoice discrepancies
• Reviews and verifies a large volume of invoices and check requests with a high degree of accuracy 
• Ability to maintain electronic vendor files

• Prepares monthly payrolls, as well as termination and special payroll checks in house in ERP system.
• Prepares all monthly, quarterly and annual reports related to payroll.
• Calculates and pays state and federal taxes. 
• Oregon PERS reporting and City sponsored retirement plan reporting.
• Prepares employee benefit payments, maintains related data and prepares reports.
• Timekeeping system maintenance and support, including reviewing, auditing and reconciling time records; verifies and maintains leave and accrual information, ensures compliance with city policies, procedures, regulations, and collective bargaining agreements; supports timekeeping system and resolves system issues and error; trains staff on timekeeping.
• Responds to employee and supervisor payroll questions.
• Receives telephone calls, emails, and employee visits concerning payroll issues; handles questions and matters of a more technical nature, some of which include confidential and sensitive matter; responds to outside agencies.
• Researches and resolves payroll discrepancies and errors.
• Interprets and applies federal, state, and local laws, regulations, policies, and procedures in order to ensure payroll processing compliance.

Other duties as assigned. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

EDUCATION AND EXPERIENCE: 

Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, accounting, data processing. Some post-high school financial or/accounting coursework is preferred. 

Four (4) years of increasingly responsible position-related experience. Working knowledge of governmental accounting principles and practices.

Equivalent combination of education and experience may be considered.

SPECIAL REQUIREMENTS:

Must successfully pass a criminal history background check. 

KNOWLEDGE, SKILLS AND ABILITIES:

• Working knowledge of computers, electronic data processing, and common office software.
• Must possess intermediate level Excel skills.
• Working knowledge of ERP systems and electronic timekeeping systems for payroll.
• Working knowledge of modern office practices and procedures.
• Skill in operating listed tools and equipment. 
• Attention to detail and can juggle multiple priorities and deadlines
• Ability to perform arithmetic computations accurately and quickly using modern office software programs and calculation technology; ability to communicate effectively verbally and in writing.
• Ability to establish and maintain positive and cooperative working relationships with City staff, other organizations and the general public. 
• Maintain confidentiality and ability to secure sensitive information 
• Ability to work under pressure and deal professionally with frequent interruptions.  
• Ability to meet deadlines.

TOOLS AND EQUIPMENT USED: 
Computer, including word processing, spreadsheet and database software; 10-key by touch, standard office equipment and communication devices  including telephones. 

 PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an average employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to meet the needs of qualified individuals with limitations who can perform the essential functions of the job.

While performing the duties of this job, the employee is frequently required to sit, talk and listen. The employee is occasionally required to walk; use hands to operate, finger, handle, or feel objects, tools, or controls; and reach with hands and arms. Weekly lifting, moving and carrying of objects up to 50 lbs, and crouching, bending, kneeling. Specific vision abilities required by this job include close vision and the ability to adjust focus. Regular focus on a computer screen for prolonged periods and daily use of a keyboard. 

 WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 Work is performed generally in a standard indoor office setting working at a desk. The noise level in the work environment is usually moderately quiet. 

 This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Salary : $5,106 - $6,538