Accounts Payable Administrator

Job Title

This position provides financial support throughout the organization for both internal and external stakeholders, and is responsible for the disbursement of the County's financial assets through the Accounts Payable process in an effective, efficient, and accurate manner. Prepares automated and manual financial and statistical reports using the accounting software or spreadsheet applications to assure proper accounting and reporting of County disbursement transactions.

Essential Functions and Responsibilities

Responsible for weekly Accounts Payable check runs, including but not limited to, the Accounts Payable email, receipting of invoices and statements, Accounts Payable software(s), keying and/or importing Accounts Payable batches, reviewing and making corrections to Accounts Payable batches, appropriately coding and approval of invoices, cutting vendor checks, distributing checks (mail and hold for pickup), and proper electronic storage of all financial records.

Ensures accurate, timely payments of vendor invoices and maintains accurate financial records of all invoices, checks, supporting documents, correspondence, statements, and other materials in accordance with internal control procedures established by the Financial Services Department.

Receives invoices and coordinates with department contacts to initiate invoice payment through Accounts Payable software programs.

Coordinates with Accounts Payable Supervisor and other members of the Financial Services Department as needed to obtain additional approval for payment of high priority items as well as any invoices related to special funding sources such as grants or SPLOST funding sources.

Confirms payment allocation of invoices to ensure expenses are coded in accordance with the County's accounting system and approved annual budgets for each department.

Acts as a liaison between the County and vendors. Routinely corresponds with vendors on behalf of department contacts regarding invoices, payment schedules, billing discrepancies and/or invoice corrections as needed to ensure accurate Accounts Payable disbursements in weekly check runs.

Reviews and checks a variety of transactions and reports which may include invoices, purchase orders, vendor payment history, batch reports, and others prior to finalizing the check run.

Posts financial transactions such as invoices and checks as well as adjusting entries to ledgers and journals.

Analyzes monthly statements to ensure timely payments have been submitted on behalf of the County. Researches any late payments or outstanding invoices and remedies in a timely fashion.

Prepares for the annual audit, including year-end cut-off for Accounts Payable, accrual process and prepaids, providing/organizing access to substantive supporting documentation for the third-party audit firm, and preparing necessary audit work papers/documents.

Assists staff accountants with timely collection of W-9 forms upon verification of a new vendor as well as annual updating and periodic maintenance of vendor files.

Prepares IRS form 1099s for all eligible vendors and assists in filing appropriate reports with IRS on an annual basis by the due date.

Serves as a back-up to other Accounts Payable employees and functions as necessary.

Makes mathematical calculations; verifies various accounting tables and reports.

Regular and predictable attendance is required.

Performs other related duties as required.

Minimum Qualifications Required

Education and Experience:

Bachelor's Degree in Business Administration, Accounting, Finance or related field from an accredited college or university.

Two (2) years of accounting/bookkeeping or accounts payable experience, governmental experience is preferred.

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certifications:

None.

Knowledge, Skills, and Abilities:

Knowledge of Generally Accepted Accounting Principles (GAAP), practices, methods, and procedures.

Knowledge of County Government and its organization and function.

Knowledge of modern office practices, procedures and equipment including computers and spreadsheet applications.

Knowledge of the technical aspects of fund accounting.

Proficiency in Microsoft Office with a required intermediate skill level in Microsoft Excel.

Strong analytical and problem-solving skills with the ability to research and reconcile difficult accounts.

Detail oriented and organized in work.

Ability to read, interpret, and apply local ordinances and State laws governing the financial administration of County Government.

Knowledge of functions, organization, staffing, and operating procedures of various departments.

Ability to handle multiple priorities effectively and efficiently.

Ability to plan, organize, and/or prioritize daily assignments and work activities.

Ability to interpret various accounting guidelines and pronouncements and apply them to the operations and financial records of a municipality.

Ability to operate computer and all other office equipment.

Excellent and effective verbal and written communication skills.

Ability to convey information in a clear and concise manner.

Ability to make timely decisions.

Ability to interact professionally with and maintain effective working relationships with staff at all levels of the organization, including but not limited to: senior management, elected officials, department/division heads, the public, and other governmental entities and agencies.

ADA Minimum Qualifications

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.

Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.