What are the responsibilities and job description for the Accounts Payable Processor position at Town of West Springfield?
Description
ACCOUNTS PAYABLE PROCESSORGrade 6
The Accounts Payable Processor is responsible for auditing and processing of all invoices for the Town of West Springfield Municipal and School Departments. Maintains vendor database in the accounting software as well as maintains organized invoice files for periodic and end of year auditing purposes. Responsible for processing weekly bills payable schedules for approval, weekly vendor checks, preparing mailings and posting to the general ledger. Researches discrepancies and assists municipal and school departments with issues related to vendor payments, account postings and purchase orders. The Accounts Payable Specialist is required to maintain current knowledge of state and federal reporting requirements and for the annual preparation and federal filing of 1099’s. The Employee works closely with the Treasurer/Collector and/or Deputy Treasurer Collector to coordinate the related treasury functions performed as required of the position as well as works closely with the Procurement Administrator to ensure invoices for payment comply with state and federal procurement laws. Employee is required to perform all similar or related duties.
Examples of Duties
Recommended Minimum Qualifications:
Education and Experience: Associates Degree with three to five years’ related work experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.
Special Requirements: None
Knowledge, Abilities And Skill
Knowledge: Knowledge of accounts payable software and accounts payable methods, able to exercise independent judgment on a variety of complex, highly responsible routine and substantial non-routine work requiring creative ability to problem solve. Working knowledge of accounting systems and Massachusetts General Laws applicable to position functions.
Abilities: Ability to meet and deal with the public effectively and appropriately; ability to communicate clearly, both orally and in writing; ability to multi-task; ability to operate a computer; ability to maintain confidential information; ability to maintain, manage, and organize records; ability to deal appropriately with City employees, City officials and the public; ability to complete work under pressure in accordance with work deadlines.
Skill: Excellent organizational skills; excellent data processing skill in the use of personal computers and office software including word processing, database, Internet, and spreadsheet applications. Ability to complete assigned tasks in a detailed and accurate manner.
ACCOUNTS PAYABLE PROCESSORGrade 6
The Accounts Payable Processor is responsible for auditing and processing of all invoices for the Town of West Springfield Municipal and School Departments. Maintains vendor database in the accounting software as well as maintains organized invoice files for periodic and end of year auditing purposes. Responsible for processing weekly bills payable schedules for approval, weekly vendor checks, preparing mailings and posting to the general ledger. Researches discrepancies and assists municipal and school departments with issues related to vendor payments, account postings and purchase orders. The Accounts Payable Specialist is required to maintain current knowledge of state and federal reporting requirements and for the annual preparation and federal filing of 1099’s. The Employee works closely with the Treasurer/Collector and/or Deputy Treasurer Collector to coordinate the related treasury functions performed as required of the position as well as works closely with the Procurement Administrator to ensure invoices for payment comply with state and federal procurement laws. Employee is required to perform all similar or related duties.
Examples of Duties
- Prepares vendor invoices for payment; verifies proper signatures for authorization of payment; checks invoices for accuracy and completeness of information provided; verifies extensions and discounts indicated on invoices; verifies properly approved purchase orders with available funding and accurate vendor information.
- Processes employee withholding payments due to third party vendors.
- Processes payments through various programs and verifies the data for accuracy.
- Runs weekly accounts payable warrants for approval and vendor check runs. Prepares weekly mailings of vendor payments.
- Accurately enters and maintains vendor database in the accounting software system.
- Responds to all vendor and department inquiries.
- Researches payment records to verify outstanding invoices
- Maintains accounts/payable filing system.
- Assists with providing information and responding to inquiries for periodic and annual audits.
- Attends trainings as available to maintain current knowledge for state and federal reporting requirements.
- Timely preparation and filing of annual 1099’s.
- Maintains general knowledge of state and federal procurement laws to identify issues.
Recommended Minimum Qualifications:
Education and Experience: Associates Degree with three to five years’ related work experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.
Special Requirements: None
Knowledge, Abilities And Skill
Knowledge: Knowledge of accounts payable software and accounts payable methods, able to exercise independent judgment on a variety of complex, highly responsible routine and substantial non-routine work requiring creative ability to problem solve. Working knowledge of accounting systems and Massachusetts General Laws applicable to position functions.
Abilities: Ability to meet and deal with the public effectively and appropriately; ability to communicate clearly, both orally and in writing; ability to multi-task; ability to operate a computer; ability to maintain confidential information; ability to maintain, manage, and organize records; ability to deal appropriately with City employees, City officials and the public; ability to complete work under pressure in accordance with work deadlines.
Skill: Excellent organizational skills; excellent data processing skill in the use of personal computers and office software including word processing, database, Internet, and spreadsheet applications. Ability to complete assigned tasks in a detailed and accurate manner.
