JOB SUMMARY:  This position performs technical accounting duties in support of the city’s accounts payable functions.

MAJOR DUTIES:

Manages the procurement card process; calculates tax; reviews documentation; reviews departmental approval; enters individual transactions into computer; prints edit groups and reconciles to statements for accuracy; updates groups to finalize process; prepares draft payment report; compiles monthly reports.

Manages the accounts payable purchase order payment process.

Prepares and processes requests for authorization of payment of non-expenditure account transactions.

Manages encumbrance system; reconciles encumbrance ledger to general ledger; updates general ledger with transactions from purchasing and inventory modules; reconciles subsidiary ledgers to general ledger.

Processes travel expense reimbursement and advance requests.

Process automated utility customer refunds; updates to accounts payable system for payments.

Processes monthly rental lease payments; maintains file of all current rental and lease agreements.

Reviews bank reconciliation for outstanding checks; contacts payee before putting check into escheat fund; prepares journal entries for escheat fund checks.

Assists in year end close out and annual financial statement preparation.

Serves as backup for purchase order accounts payable process and encumbrance ledger maintenance.

Prepares credit applications for new vendors.

Maintains office supply inventory; purchases needed supplies.

Performs other related duties as assigned.

KNOWLEDGE REQUIRED BY THE POSITION:

Knowledge of Generally Accepted Accounting Principles.

Knowledge of city policy for disbursement processing and purchasing.

Knowledge of accounts payable principles and practices.

Knowledge of the principles and practices of computerized financial information management.

Knowledge of relevant federal and state laws, city ordinances, and department policies and procedures.

Skill in the use of related accounts payable computer software.

Skill in operating office equipment such as a computer and calculator.

Skill in oral and written communication.

SUPERVISORY CONTROLS:  The Accounting Manager assigns work in terms of general instructions.  The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES:  Guidelines include GAAP, relevant federal and state laws and city ordinances, and city and department policies and procedures.  These guidelines are generally clear and specific, but may require some interpretation in application. 

COMPLEXITY:  The work consists of related accounts payable duties.  The need for accuracy contributes to the complexity of the position.

SCOPE AND EFFECT:  The purpose of this position is to perform technical accounting functions in support of the city’s accounts payable functions.  Successful performance ensures the accurate and timely disbursement of city funds.

PERSONAL CONTACTS:  Contacts are typically with co-workers, other city employees, external auditors, representatives of federal, state and local agencies, and the general public.

PURPOSE OF CONTACTS:  Contacts are typically to give or exchange information, resolve problems, provide services, and justify, negotiate, or settle matters.

PHYSICAL DEMANDS:  The work is typically performed while sitting at a desk or table.  The employee frequently lifts light objects.

WORK ENVIRONMENT:  The work is typically performed in an office. 

SUPERVISORY AND MANAGEMENT RESPONSIBILITY:  None.

MINIMUM QUALIFICATIONS:

Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.

Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to three years experience or service.

Ability to be bonded.