AP/Payroll Coordinator

Job Title

This position provides administrative and clerical support to the Accounting Division in the areas of accounts payable, disbursements, disbursements processing, billing, collections, cash receipts, payroll, and other accounting-related functions. Work involves contact with both internal and external customers, thus requiring good interpersonal skills and the ability to exercise discretion.

Duties and Responsibilities

ESSENTIAL FUNCTIONS

• Perform accounts payable functions, including but not limited to verifying incoming accounts payable documents (invoices, expense reports, check requests, construction payment applications, etc.) for accuracy, entering and processing payables, and creating and auditing accounts payable reports for the weekly disbursements run.
• Act as a liaison between departments and vendors, including communicating frequently and courteously with City departments and vendors both verbally and in writing regarding accounts payable matters related to invoices and procurement card receipts.
• Coordinate with departmental contacts to resolve incomplete invoices with unmatched purchase orders or incomplete receiving records to ensure timely processing.
• Responsible for all accounts payable documentation, including scanning voucher packets into an electronic document file system; monitor timely document process flow to digital format and timely purchase receiving/invoice submission by departmental administrators.
• Completes bi-weekly payroll collecting, analyzing, reporting, and reconciling timesheets, distributing checks and processing the direct deposit file to the bank.
• Ensures timely payment of payroll taxes and timely filing of payroll-related records and files, ensuring their accuracy and security of hard copy and electronic form.
• Prepare all related payroll reports including tax deposits, quarterly reports, and W-2's.
• Research and identify necessary payroll adjustments; reconcile and correct reported W-2 wages and withholdings, as applicable.
• Prepares regular and special reports for payroll and employee-related information as scheduled or requested by other Departments.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES

• Well-developed communication skills, both verbal and written.
• Working knowledge of accounting principles and practices, governmental or utility desired.
• Ability to perform arithmetic computations accurately and quickly.
• Ability to manage time well, be highly organized, and plan work assignments effectively to maintain a smooth flow of record keeping and information processing.
• Ability to use modern office technology, including a personal computer.
• Knowledge and ability to work with software related to accomplishing the accounting functions, including spreadsheets and various computer applications.
• Ability to establish successful working relationships.
• Must possess a high-level working knowledge of Administrative Orders, City Ordinances, policies, procedures, Federal, State and Local laws, and be able to ensure proper application by subordinates
• Understands and displays behaviors consistent with servant leadership.
• To perform the essential functions of the job, must have good hand-eye coordination to operate equipment (vehicles, telephones, copying machines and other office machines, etc.); endure extended periods of exertion and sit for long periods of time; follow verbal and written directives; communicate courteously and effectively with other people; must exercise good judgment and make competent decisions; must be able to maintain confidentiality with public information, vendor confidentiality, and personnel matters.
• The employee is occasionally required to encounter unpleasant social situations (dealing with irate or disturbed individuals)
• Is responsible for encouraging and facilitating a harmonious working environment; therefore, the following interpersonal and personal characteristics are expected:
  • Displays enthusiasm for the job, which includes attendance, performance, and conduct;
  • Ability to work effectively and cohesively with others;
  • Displays courteous, respectful, and polite demeanor towards co-workers and members of the public; and
  • Recognizes the importance of being a team member who creates a positive working environment

Minimum Qualifications

• High school diploma or GED
• A minimum of two (2) years of clerical experience involving computer record keeping; and evidence of training and experience in office procedures, word processing, and spreadsheet applications, preferred. Experience with cash management and bank reconciliations is desired
• Valid Texas Class C Driver's License - driving record must be in compliance with City policy
• May be required to work flexible hours, work during emergency conditions, and may require call back status (in cases of emergencies)

Supplemental Information

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, walk, and stand; talk and hear; use hands to handle, feel, or operate objects, tools, or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. Specific vision abilities required for this job include close vision and the ability to adjust focus.