ACCOUNTS PAYABLE ADMINISTRATOR

Description

The purpose of this classification is to coordinate ACCOUNTS PAYABLE functions, to perform related data entry, and to maintain financial records.

Examples of Duties

• Processes documentation pertaining to ACCOUNTS PAYABLE from all County departments: reviews invoices, expense reports, travel requests, or other payable documents for accuracy, completeness, and proper authorization; matches invoices with receiving tickets, purchase orders, and statements; reconciles monthly statements; assigns proper budgetary codes to each expenditure; enters invoice data into computer system; and researches vendor information as needed.
• Generates, prints and mails ACCOUNTS PAYABLE checks and electronic funds transfers: processes payment of approved invoices; utilizes online banking and treasury management software; ensures fund availability for payment of invoices; processes stop payments as needed; and prepares 1099 forms and tax exempt forms.
• Investigates ACCOUNTS PAYABLE issues, errors, problems and rejections: receives and responds to inquiries and issues regarding ACCOUNTS PAYABLE policies, procedures, and systems; identifies and resolves unpaid invoices; researches discrepancies on invoices; works with vendor and department to resolve problems; updates information in computer system as needed; and maintains related documentation.
• Participates in year-end closing processes ACCOUNTS PAYABLE records and in preparation for annual audit: assists auditors; and provides requested data, reports and/or other items to ensure the completion and accuracy of annual audits.
• Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: receives and reviews various documentation; reviews, completes, processes, forwards or retains as appropriate; prepares or completes various forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.
• Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
• Communicates with supervisor, other County employees, vendors, banking institutions, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Perform other duties as assigned.

Minimum Qualifications

Education and Certifications: High school diploma or GED required; supplemented by three years of experience in ACCOUNTS PAYABLE in a government setting; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required: None.

Knowledge, Skill, Abilities/ Supplemental Information

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures necessary to function effectively in the position.