What are the responsibilities and job description for the Assistant Auditor – Transactions I position at Ellis County?
JOB
Job Title: Assistant Auditor – Transactions IPosition 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 ResponsibilitiesAccounts 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. 338WAXAHACHIE, TX 75165ELLIS COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER ELLIS COUNTY PARTICIPATES IN E-VERIFY
Job Title: Assistant Auditor – Transactions IPosition 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 ResponsibilitiesAccounts 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. 338WAXAHACHIE, TX 75165ELLIS COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER ELLIS COUNTY PARTICIPATES IN E-VERIFY
