Accounts Payable Clerk

Job Purpose and Objectives:

The primary purpose of the Accounts Payable Clerk is to provide accurate and efficient financial management and reporting for the county. This position is responsible for maintaining financial records, processing transactions, assisting with budgeting, and ensuring compliance with county, state, and federal regulations. The Accounts Payable Clerk plays a critical role in supporting the Assistant County Administrator in achieving the county’s financial objectives and maintaining transparency and accountability in financial practices.

Cultural Competencies – Personal-Interpersonal (EQ): Applicable to all County employees and are essential to all jobs:

1. Job Ownership, Accountability & Reliability: Follows up on and meets commitments; can be depended upon to be willing to work, do it properly, and complete it on time. Takes pride in the job and ownership of work and possesses a strong ability to stay focused on individual, department, and County results. Faithfulness in coming to work daily and conforming to scheduled work hours.

2. Communication: Clearly and effectively expresses ideas, instructions, and thoughts (verbally and in writing) so they are clearly understood. Demonstrates a level of listening skill such that customer and co-worker needs are understood and resolved. Communicates respect for and recognition of the contributions of individuals at all levels of the organization.

3. Customer Focus & Public Relations: Builds positive internal and external customer relationships, is committed to customer satisfaction; assumes responsibility for solving customer problems and ensures commitments to customers are met.

4. Initiative: Independently acts to resolve problems and provide solutions; seeks out new responsibilities; generates innovative ideas; practices self-development. Able to follow through on assignments and take appropriate action with the appropriate amount of supervision for this position.

5. Organizational Compliance & Safety: Complies with external regulations and internal policies, rules, and procedures to help protect the organization from all practices that disrupt operations and/or put the County at risk. Understands, supports, and follows safety standards as required by the job; keeps the workplace clean and safe. Demonstrates appropriate use of and respect for County property and equipment.

6. Teamwork: Encourages and facilitates cooperation, pride, and trust among the team; fosters commitment and team spirit; works cooperatively with others to achieve overall goals. Readiness to respond positively to instructions/ procedures.

Job Competencies: Essential Functions include the following. Duties and responsibilities, as required by business necessity may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing. Schedule and shift assignments and work location may be changed at any time, as required by business necessity.

7. Must be capable of regular and predictable attendance at a specified location in order to perform assigned tasks.

8. Must have proper level of diplomacy and tact to answer phone calls, direct calls to the appropriate party if necessary.

9. Must be able to operate Microsoft Office including Excel, Word, Outlook, etc.

10. Maintain all financial records including W-9s, invoices, expense reports, purchase requisitions, etc.

11. Run financial reports related to expenditures and reconciles with other applicable departments, such as the Treasurer, Board of County Commissioners, Administration, etc.

12. Process all invoices, credit card expense reports, journal entries, etc.

13. Perform data entry operations into the financial accounting system.

14. Prepare 1099’s at year end for all vendors.

15. Share daily administration of mail through the mail machine with Admin team including, running the mail through the machine, distributing it into department mail slots, and taking the stamped mail to the post office.

16. Record all budget money spent, reimbursements, voided checks, etc. Process department budget reports for the end of month while reconciling the budget within the financial accounting system.

17. Prepare all reports and gather any files needed for the annual audit.

18. Other duties as assigned.

Position Requirements and Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Skills and Abilities:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Strong attention to detail, organizational skills, and ability to prioritize.
• Operate standard office equipment, including computer, telephone, printer, scanner, etc.
• Proficient with Microsoft Office Suite, specifically Excel or related software.
• Strong understanding of debits and credits, basic accounting, or bookkeeping.
• Ability to maintain confidentiality.

Work Environment and Physical Demands:

The work environment characteristics and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Work location(s) of the job:

Indoors – Frequently. Usually well-lit, heated, and/or air-conditioned indoor office setting with adequate ventilation.

Outdoors - None

Objectionable condition(s) found on the job:

Computer Use – Constantly

Driving/Travel – Occasionally

Undesirable health and safety condition(s) under which employee must perform: None

Machines, Tools, and/or Equipment Used: Basic office equipment to include computer, copy machine, fax machine, printer, and telephone system.

Computer software programs and applications such as MS Office.

Physical characteristics/requirements of the job:

Sit/Stand/Walk - Regularly

Kneeling – Occasionally

Crouching – Occasionally

Using Fingers/hands – Frequently required to use hands to finger, handle, or feel; reach with hands and arms.

Talking - Frequently

Hearing – Frequently; noise level is usually moderate.

Seeing – Constantly

Vision Abilities – close and distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Lifting/Moving – Occasionally; seldom lifting/moving a maximum weight of 20 pounds.

Personal contacts:

Departmental – Regularly

Other departments – Regularly

Outside the organization – Occasionally

Veterans Preference Eligible (VPE):

Former military personnel or their spouse verified as a “veteran” under K.S.A. 73-201 will receive an interview if they meet the minimum requirements of the position. The veterans’ preference laws do not guarantee the veteran a job. Positions are filled with the best-qualified candidate as determined by the hiring manager. Additional VPE information can be found at https://admin.ks.gov/services/state-employment-center/sec-home/vp/