Accounts Payable Clerk

Finance Division Accounts Payable And Purchasing Support

Under general supervision, this position supports the Finance Division in the accounts payable and purchasing support functions and various other administrative duties. Calculates, posts, and verifies financial data for use in maintaining accounting records. Compiles, sorts, and verifies invoices for signatures and account numbers, purchase orders, and resolutions (where required) to ensure proper allocations of City expenses and ensures that certain guidelines are followed. Reviews accuracy of invoices entered into computerized accounting system on a daily basis ensuring that all invoices are processed and ready for payment. Ensures accurate and timely payments of debts incurred on behalf of the City of Foley. Assists Finance Division staff when necessary or requested to do so. Reports to the Finance Director.

Essential Functions

• Receives invoices and other types of requests for payment via U.S. postal mail, interoffice and email, scans or forwards for approvals and ensures received back for entry/payment. When received for payment, reviews invoices, travel reports, contract payment requests, purchase order receipts, and other expenses for proper approval, coding, and adherence to City policies. Obtains any other required documentation to support payment amount and type. Enters into the accounting system, reviews all entries for accuracy, and validates batch totals with a 10-key tape or Excel spreadsheet.
• Reconciles vendor monthly statements and resolves outstanding issues with vendors or supervisors. Ensures purchasers are maintaining and submitting logs for store charge accounts and credit cards so that charges where no invoice or confirmation was received can be quickly identified and processed for payment. Responds to requests for payment that arise from vendors and City personnel and performs research as required.
• Monitors contracts, volunteer firemen per diems, and other non-standard payment due dates, and pays within established terms. Costs codes various utility, phone, and pest control invoices. Monitors unusual variances in utility bills that may indicate repairs are needed and notifies department head immediately. Sets up and maintains posting templates in the computerized accounting system for recurring vendor payments to ensure consistent coding and that amounts paid are accurate and timely.
• Generates regular checks weekly or special checks as required, obtains authorized signatures based on check amount, and processes for distribution. Provides copies of checks and/or invoices for capital projects, capital purchases, grants, or other special expenditures to administrators or outside agencies. Distributes registers to the Mayor, Council, City Administrator, and departmental managers and supervisors. Researches outstanding checks and takes action to resolve them.
• Maintains vendor accounts to include credit applications, W-9's, purchaser authorization forms, and credit limits. Prepares Tax Exempt Certificates upon request. Performs 1099 vendor maintenance and prepare 1099 forms at year-end. Obtains proof of workers comp certificates, maintains files, and tracks payments to non-compliant vendors so that workers comp premiums due can be calculated during the City's annual workers comp audit.
• Maintains vendor invoice/payment files in accordance with local and state department of archives requirements. Provides auditors with supporting approval documentation for expenditures and payment information for requested transactions and explains any variances from policy.
• Monitors/trains purchasers on adherence to City policies and procedures related to payables, such as new vendor authorization process, typical expense classifications, store and credit card tracking, and procedures for travel reimbursement. Directs new purchasers to the purchasing agent or projects manager if needed.
• Maintains a Standard Operating Procedure (SOP) manual for the job. Develops and maintains guidelines of current accounts payable procedures for training so that no interruption of bill payment occurs in the event of absences. Organizes and interacts with all levels of management within the City and all vendor sets from retail and trade to professionals.
• Performs other duties as assigned.

Education and Experience Associate's Degree and two (2) years of experience in a job related field; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

Successful applicants must have a valid driver's license and pass a criminal background check (including driving record) and a pre-employment physical.