What are the responsibilities and job description for the Accounts Payable and Auditing Specialist position at Hays County?
JOB
Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. This list of responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. SummaryThis position performs various accounts payable duties in order to assist the Auditor’s Office in all aspects of accounts payable auditing and accounting for the County. This position performs a variety of administrative, accounting, auditing, and any other duties as may be assigned to the County Auditor’s office. This employee’s work involves assessing effectiveness or investigating or analyzing a variety of unusual circumstances. This position affects the economic well-being of Hays County.
EXAMPLE OF DUTIES
Performs a high volume of daily invoice auditing, accounting, and processing to ensure compliance with budget policies, generally accepted accounting principles, applicable laws, and contract terms prior to approval for payment.Audits invoices for appropriateness and conformity to County financial policies, budgetary policies, contracts, and local, state, and federal expense requirements.Analyzes and reviews expenditures to ensure proper accounting in the general ledger accounts.Auditsandcodesvendors’invoicesandcreditmemosinaccordancewithdefinedpolicies and procedures to the appropriate general ledger accounts, project accounts, and grant accounts.Prepares weekly invoice reconciliation batch reports and verifies information and balance totals.Processes the weekly batch of accounts payable checks from all invoices and enters invoice information into the County’s financial system.Balances account payable source data to financial internal and external reports for verification of financial data.Monitors general ledger accounts for expenditures that require budget amendments. Reports over-budget general ledger accounts to the Budget Office for budget amendment processing.Verifies vendor accounts and resolves account discrepancies by reconciling vendor statements and transactions and auditing documentation submitted for payment. Makes recommendations for proper accounting and recording of expenses from the analysis of invoices, budget, and general ledger accounts.Assists in tracking financial data for projects and grants to ensure proper accounting and compliance.Performs administrative work for the accounts payable division and Auditor’s Office such as answering telephones, distributing mail, scanning invoices, etc.Provides invoice data for internal, external, state and federal audits.Copies and collates materials for distribution and records storage.Maintains invoice records per County, State, and Federal policies, procedures, and requirements.Assists with department receptionist duties, which includes greeting and directing visitors, and answering, screening and directing telephone calls to the appropriate personnel.Responds to questions pertaining to departmental expense policy and procedures.Provides instruction on the completion of expenditure and check request forms.Provides general assistance to callers and visitors and listens to their complaints or concerns.Distributes materials, documents received from visitors to appropriate department personnel.Operates office machines including photocopier, scanner, fax, calculator, typewriter, printers, and adding machine.Follows established accounts payable procedures and standards.Examines letters, forms, documents, invoices, or reports for accuracy and reports discrepancies to supervisor; maintains departmental accounts, records, and files.Performs other related duties as may be necessary.
Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. This list of responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. SummaryThis position performs various accounts payable duties in order to assist the Auditor’s Office in all aspects of accounts payable auditing and accounting for the County. This position performs a variety of administrative, accounting, auditing, and any other duties as may be assigned to the County Auditor’s office. This employee’s work involves assessing effectiveness or investigating or analyzing a variety of unusual circumstances. This position affects the economic well-being of Hays County.
EXAMPLE OF DUTIES
Performs a high volume of daily invoice auditing, accounting, and processing to ensure compliance with budget policies, generally accepted accounting principles, applicable laws, and contract terms prior to approval for payment.Audits invoices for appropriateness and conformity to County financial policies, budgetary policies, contracts, and local, state, and federal expense requirements.Analyzes and reviews expenditures to ensure proper accounting in the general ledger accounts.Auditsandcodesvendors’invoicesandcreditmemosinaccordancewithdefinedpolicies and procedures to the appropriate general ledger accounts, project accounts, and grant accounts.Prepares weekly invoice reconciliation batch reports and verifies information and balance totals.Processes the weekly batch of accounts payable checks from all invoices and enters invoice information into the County’s financial system.Balances account payable source data to financial internal and external reports for verification of financial data.Monitors general ledger accounts for expenditures that require budget amendments. Reports over-budget general ledger accounts to the Budget Office for budget amendment processing.Verifies vendor accounts and resolves account discrepancies by reconciling vendor statements and transactions and auditing documentation submitted for payment. Makes recommendations for proper accounting and recording of expenses from the analysis of invoices, budget, and general ledger accounts.Assists in tracking financial data for projects and grants to ensure proper accounting and compliance.Performs administrative work for the accounts payable division and Auditor’s Office such as answering telephones, distributing mail, scanning invoices, etc.Provides invoice data for internal, external, state and federal audits.Copies and collates materials for distribution and records storage.Maintains invoice records per County, State, and Federal policies, procedures, and requirements.Assists with department receptionist duties, which includes greeting and directing visitors, and answering, screening and directing telephone calls to the appropriate personnel.Responds to questions pertaining to departmental expense policy and procedures.Provides instruction on the completion of expenditure and check request forms.Provides general assistance to callers and visitors and listens to their complaints or concerns.Distributes materials, documents received from visitors to appropriate department personnel.Operates office machines including photocopier, scanner, fax, calculator, typewriter, printers, and adding machine.Follows established accounts payable procedures and standards.Examines letters, forms, documents, invoices, or reports for accuracy and reports discrepancies to supervisor; maintains departmental accounts, records, and files.Performs other related duties as may be necessary.
