Accounts Payable Coordinator

Accounts Payable Coordinator

Town of Vernon Department: Finance Administration

Wages: $38.04-$44.10 (commensurate with experience)

Hours: 35 hour/Week, Monday - Thursday

General Statement of Duties

Under the direction and supervision of the Assistant Finance Officer, performs accounting and administrative duties related to accounts payable, procurement, encumbrance control and reporting, vendor relations, tax-related matters, financial reporting, and related financial operations.

Supervision Received

Reports to and works under the general direction of the Assistant Finance Officer.

Supervision Exercised

Provides direction and assigns work to clerical support staff, as needed.

Essential Job Functions

The position is responsible for administering and supporting accounts payable and related financial processes. The duties listed below are representative of the work performed and are not intended to be an exhaustive list of all responsibilities assigned to the position.

• Performs accounting work in the functional areas of accounts payable, procurement and related financial areas, in accordance with procedures and generally accepted accounting principles;
• Responsible for the coordination, training, implementation and management of the electronic payable and purchasing card system;
• Monitors purchasing card activity for compliance and identifies unusual or noncompliant transactions;
• Assists in the prevention and detection of duplicate payments, unauthorized purchases, and fraudulent activity;
• Assesses the system and recommends to supervisor improvements and modifications;
• Responsible for accounts payable and cash disbursements, including positive pay reporting;
• Maintains encumbrance records for payments and liquidations, and prepares encumbrance reports as required;
• Ensures accuracy and timeliness of all functions.

Reviews invoices, payment requests, and supporting documentation for compliance with Town policies, purchasing regulations, budget appropriations, and internal control procedures; maintains compliance with records retention requirements and audit standards; performs calculations and posting of journal entries to the general ledger system and verifying duties; maintains vendor records, including 1099 information; analyzes, calculates and processes accurate records to comply with annual filing and distribution of 1099 reports; assists with month-end and year-end closing activities, reconciliations, and financial reporting functions; coordinates work with departments, vendors, insurance carriers, banking officials, school business office and state and federal agencies as needed; responds to inquiries from vendors, employees, departments, and external agencies regarding payments, procurement procedures, and account status; collects information as requested; and prepares statistical and narrative reports as requested by supervisor.

Regular, reliable, and punctual on-site attendance is an essential function of this position.

Other Job Functions

Assists external auditors as needed, processes Special Fund disbursements; supports budget preparation activities; prepares and maintains accounting records, financial statements, and special reports; participates in financial system upgrades; cross-trains with Finance Department staff to ensure continuity of operations; operates computer and office equipment as assigned; prepares internal and external correspondence; and serves as backup to the Budget Analyst. Performs other related duties as assigned.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, hear, walk; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. Hand-eye coordination is necessary to operate computers and various office equipment. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

The work characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to concentrate on fine detail with constant interruption, attend to task for 45-60 minutes at a time, remember multiple assignments given over long periods of time, and understand the theories behind several related concepts. The noise level in the work environment is usually quiet.

Minimum Qualifications

Knowledge, Skills and Abilities Required: Knowledge of accounts payable processes, financial recordkeeping, procurement procedures, and general accounting principles. Ability to maintain complex financial records with a high degree of accuracy and attention to detail. Proficiency in the use of accounting, spreadsheet, word processing, and other financial software applications. Ability to learn and effectively utilize new software systems and technologies. Ability to communicate effectively both orally and in writing and establish and maintain positive working relationships with employees, vendors, government agencies, and the public. Ability to maintain strict confidentiality, exercise sound judgment, prioritize multiple assignments, meet deadlines, and work effectively with both independently and as part of a team in a fast-paced environment. Ability to adapt to changing priorities and demonstrate professionalism, initiative, and strong customer service skills. Ability to exercise independent judgment and initiative Must have and maintain valid driver's license. A criminal background check and a financial/credit check are prerequisites.

Experience & Training: Bachelor's degree in accounting, finance, business administration, or a closely related field, with two (2) years of progressively responsible accounts payable experience; or in lieu thereof, graduation from high school with college business courses and five (5) years of progressively responsible accounting, accounts payable, or related financial experience, preferably with two (2) of those years in a governmental environment. Any equivalent combination of education and experience.