The purpose of this position is to ensure the efficient maintenance and processing of accounts payable transactions. This is accomplished by verifying invoices and check requests, set invoices for payment, prepare and process accounts payable checks, wire transfers and ACH payments. Other duties may include providing administrative support and interfacing with other City employees and citizens. This position does not provide direction to other employees.
The information listed below is intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of this position.
- Perform clerical accounting work involving the maintenance and processing of accounts payable. Reviews and audits source documents for invoices, requisitions, purchase orders and other documents confirming accuracy, compliance with policies and procedures, verify and update signatures and authority levels, and verify and post encumbrance and liquidation entries. Prepare and review expenditure approval listing and process accounts payable checks, wire transfers and ACH payments. Prepare checks for signature then distribution. Post final entries to the general ledger.
- Review vendor statements and discrepancies between purchase orders and invoices, working with city departments and vendors to resolve billing and address differences. Prepares year-end 1099 forms.
- Provides departmental and customer service support by answering emails, written correspondence and telephone calls with both internal and external customers.
- Prepares and maintains a variety of files and filing systems; maintains records, files and journals according to established procedures.
Formal Education / Knowledge
Work requires knowledge of a specific vocational, administrative, or technical nature which may be obtained with six months/one year of advanced study or training past the high school equivalency. Junior college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
Over one year up to and including two years of relevant experience.
Certification and Other Requirements
Valid Texas Class C Driver's License
Intermediate - Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
Intermediate - Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
Intermediate - Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
Receives directions: The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results with some discretion when making selections among a few, easily identifiable choices. Assignment is reviewed upon completion.
Supervisory / Organizational Control
No responsibility for the direction or supervision of others.
Work involves choices of action within limits set by standard practices and procedures. Professional judgment is required to apply the proper course of action.
Interpersonal / Human Relations Skills
Discussion Frequent: From 21% to 50% of work time.