Accounts Payable Clerk

POSITION SUMMARY:

Under the Direction of the Director Fiscal Affairs, the Accounts Payable Clerk is primarily responsible for the input, retrieval, processing, maintenance and audit of information pertaining to Accounts Payable, financial reporting, purchasing and records retention. This person also assists with accounts receivable, payroll and general department needs, serving as the face of the department, engaging with the public in person, over the phone and through written correspondence.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties are not intended to serve as a comprehensive list of all duties performed by this position, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. The omission of an essential function of work does not preclude management from assigning duties not listed herein. Assigned duties, which are essential functions of work not listed herein, are permissible if such functions are a logical assignment to the position. Applicants must be prepared to demonstrate the ability to perform the essential functions of the job with or without reasonable accommodation.

1. Balancing transactions and invoices to checks.
2. Compiling and verifying invoices to be paid, check/voucher list preparation, vendor payment records, year-end reports, 1096/1099 forms and audit materials.
3. Preparing checks, refunds, employee payments, vendor payment and approval lists; refund records.
4. Posting invoices to general ledger, printing and reviewing vendor checks and preparing positive pay files.
5. Analyzing invoices and accounts to verify amounts due are correct, scrutinizing vendor terms and late fees, communicating with vendors, and ensuring corrections are made,
6. Assisting department staff, department heads, and elected officials by assisting in the preparation financial information, budget reports, answering questions and explaining fiscal procedures and working on common purchasing issues.
7. Maintaining payment summary worksheets.
8. Responding to vendor inquiries regarding open invoices or payments, researching problems and providing information.
9. Verifying invoice amounts, account numbers, and approvals against approval lists; approving or rejecting positive pay suspect bank items.
10. Processing encumbrances and payables, establishing new vendor accounts and emergency encumbrances, maintaining new vendor log records.
11. Ensuring that proper purchasing procedures are followed.
12. Providing training to staff both within and outside the Accounting Department.
13. Assisting with special projects assigned to the department.
14. Assisting in preparation of various audits and responding to questions of the auditors.
15. Assisting with payroll, as needed.
16. Assisting with accounts receivable, as needed.
17. Maintaining and settling all credit card transactions.
18. Providing excellent customer service.
19. Performing general clerical duties such as printing, filing, photocopying, scanning and creating documents and spreadsheets.
20. Attending meetings and preparing agendas and minutes of the meetings attended.
21. Assisting in the review and preparation of month ending reports such as balance sheet, secretary’s report, executive summary, open purchase orders, Accounts Payables, accounts receivable, financial statements, vendor history, cash receipt reports, etc.
22. Accurately completing administrative forms and reports in a timely fashion.
23. Verifying accuracy of data inputted into accounting and other software.
24. Assisting with the preparation of budget reports and presentations.
25. Filling in for the receptionist desk, as needed.
26. Performing all other duties as assigned.

QUALIFICATIONS, KNOWLEDGE, SKILLS AND ABILITIES:

MINIMUM QUALIFICATIONS

1. Minimum three years of Accounts Payable experience.
2. A college degree in accounting or finance or equivalent experience.
3. Valid Pennsylvania Driver’s License.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

1. Knowledge and strong understanding of debits, credits and basic accounting principles.
2. Experience with Accounts Payable and data entry.
3. Knowledge of budgets and local government accounting is a plus.
4. Knowledge of basic payroll procedures.
5. Knowledge of applicable policies and procedures of the Township, state, or federal government and all other applicable agencies.
6. Highly developed math aptitude.
7. Excellent attention to detail and accuracy in data entry and recordkeeping.
8. Excellent customer service skills to interact with customers and internal teams effectively and to communicate complex concepts in an easily understood manner.
9. Excellent written and oral communications skills with the ability to deliver high quality work.
10. Proficiency in Microsoft Office, including Word, Excel, Outlook, PowerPoint, with an emphasis on Excel.
11. Proficiency in accounting software such as Quicken or QuickBooks.
12. Strong time management skills with the ability to work independently and as part of a collaborative team.
13. Respect for and ability to maintain high confidentiality of all work-related activities.
14. Ability to adapt to and learn new accounting software.
15. Ability to analyze financial data and identify trends or discrepancies.
16. Ability to exercise sound judgement in evaluating situations and making decisions.
17. Ability to take direction, carry out instructions, and work as part of a team.
18. Ability to work independently of direct supervision.
19. Ability to work under pressure and multitask to meet aggressive time schedules.
20. Ability to organize and prioritize work.
21. Ability to resolve conflict and solve problems.
22. Ability to handle stress and adapt to change.

WORK CONDITIONS/PHYSICAL REQUIREMENTS:

The work environment characteristics described are representative of those an employee encounters while performing the essential functions. Reasonable accommodations may be made to enable those with disabilities to perform the essential functions.

1. Work is performed in the administrative offices of the Township; however, travel to work in other facilities, such as a community center or public works facility, or to make deliveries on behalf of the Township may be required.
2. The typical work schedule is Monday through Friday from 8:00 a.m. to 4:30 p.m. Employee may be required to work after normal business hours including attendance at Township evening meetings and nights and weekends as workload and/or emergency situations arise.
3. While performing the duties of the job, the employee may be required to walk, balance, bend, kneel, twist, stoop, reach all levels; sit; occasionally push and pull up to 30 lbs; routinely lift and carry up to 30 lbs.
4. Some tasks require the ability to perceive and differentiate color or shades of color and normal work responsibilities require a sighted individual (vision corrected to 20/20) for computer usage.
5. Must understand and comply with work-free smoking, drug and alcohol environment.
6. Must be able to safely and skillfully operate a motor vehicle and understand and comply with safety procedures and policies.
7. Must execute job functions without posing a direct threat to the health, welfare or safety of others or self.
8. Must be able to adhere to acceptable attendance and job performance standards.
9. On occasion, travel to locations throughout the Township and outside the Township may be required.