Assistant Auditor Transaction I

Job Title: Assistant Auditor – Transactions I

Position Overview Ellis County is seeking a detail-oriented and organized Assistant Auditor – Transactions to join our Transaction Team. This full-time role is responsible for processing invoices after the pre-audit phase, ensuring timely payments within the 31-day government mandate (Gov’t Code 2251.021).

Key Responsibilities

Accounts Payable (A/P) Duties

• Receive, print, and confirm invoice receipt with the respective department.
• Stamp invoices with the received date and forward them to Pre-Audit.
• Enter invoices into Innoprise post Pre-Audit review, ensuring accuracy and attaching relevant documents (invoice, PO, and backup).
• Process recurring invoices at the start of each month.
• Import and reconcile TechShare invoices before processing.
• Maintain and process spreadsheets for various utility and service providers, ensuring timely payments.
• Make quarterly payments to Ellis Appraisal District (must be on time to avoid penalties) and Texas Association of Counties Risk Management.
• Verify invoice batches and generate reports for internal review.
• Remove remittance coupons from invoices and submit them to the Treasurer’s Office with A/P reports.
• Submit A/P reports and remittance coupons to the Treasurer’s Office by 8:00 AM on Thursdays (per the Cut-Off List).
• Organize A/P records: separate batches into Org 1 and Org 7, scan reports, and file invoices accordingly.
• Process payments for designated vendors (e.g., Waste Connections, Hilco, TXU, Ready Refresh, First Net, First Choice, Verizon) via JPMC.
• Break down phone bills by department, convert data into PDFs, and distribute appropriately.
• Maintain newspaper clippings for county-related articles.
• Track gas prices for Pearman and verify pricing.
• Assist departments with inquiries and invoice-related issues.
• Distribute utility copies to precincts and provide monthly BuyBoard contract invoices.
• Process Bail Bond refunds, maintain spreadsheets, and coordinate approvals with the County Auditor. Send appropriate documentation to the Treasurer’s Office to process refunds.
• Pre-Audit Duties (Top Priority)
• Print and verify purchase orders (POs) against invoices for accuracy.
• Ensure invoice numbers, account numbers, and department details match.
• Apply verification marks on reviewed documents.
• Confirm contract/bid pricing for applicable invoices.
• Retrieve and verify Commissioner’s Court Minutes for court-approved purchases.
• Maintain vendor records, ensuring up-to-date Conflict of Interest Forms, W-9s, and Sam.gov verification (checked annually).
• Notify the Financial Team weekly of any missing vendor documentation.
• Enter and maintain vendor details in Innoprise with all required documentation.
• Other Tasks as Assigned
  
  

Qualifications & Skills

• Minimum one year of accounts payable experience required.
• Proficiency in Microsoft Office (Excel, Word, Outlook, etc.).
• Governmental accounting experience or related education preferred but not required.
• Strong attention to detail and analytical skills.
• Ability to research and verify invoice details efficiently.
• Completion of Texas purchasing classes is a plus.
  
  

To Apply For This Position, You MUST Submit An Ellis County Employment Application, Resume, Authority To Release Information, And Cover Letter To

ELLIS COUNTY HUMAN RESOURCES

302 N MONROE ST STE. 338

WAXAHACHIE, TX 75165

ELLIS COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER ELLIS COUNTY PARTICIPATES IN E-VERIFY