Accounting Technician II

Accounts Payable Clerk

Accurately and timely account for all accounts payable (AP) related activities, on a calendar year basis for regulatory compliance and on a fiscal year basis in accordance with GAAP, the most efficient way possible. Perform technical accounting tasks for financial information, processing, compliance, and reporting. Maintain accounts payable files. Provide year-end accounting assistance and prepare work papers for the Borough's auditors. Perform other duties as assigned for the Accounting Division. SALARY: 9A REPORTS TO: Chief Accountant POSITIONS SUPERVISED: None

Typical Duties

1. Open mail, sort, copy as necessary, and scan invoices into the Borough's financial management system for departments' approval. Review and prepare payment requests on purchase orders, check requests, and travel authorizations in compliance with Borough policies and procedures. Enter all data through the Borough's computerized financial management system, and assist with maintaining the capital assets system. 2. Schedule the weekly check runs and Automated Clearing House (ACH) payments, coordinate the printing function. Balance AP check runs, reconcile to the GL using computerized reports and spreadsheets, run various AP summary reports as necessary. 3. Manage and maintain AP records, capital asset records, and filing systems in accordance with Borough policy and department procedures. Assist with the records retention program for other functions of the Accounting division. 4. Reconcile vendor statements. Resolve vendor address discrepancies, in coordination with purchasing staff as necessary. Research and correct AP errors. 5. Formulate, recommend, implement, and enforce Borough-wide policies and procedures for the AP function. Answer procedural questions from vendors and Borough personnel regarding the AP function. Respond to other inquiries related to AP. 6. Keep abreast of the laws, regulations, and other compliance resources regarding IRS information reporting, taxability of travel and entertainment payments to Borough employees, and all other AP related compliance requirements and issues. Obtain IRS Forms W-9. Prepare and issue IRS Form 1099 information returns and report to the IRS. Coordinate the transfer of accurate data to the payroll function for proper IRS Form W-2 reporting. 7. Maintain, and troubleshoot as necessary, the AP subsystem. Plan, test, and implement the periodic system upgrades. Coordinate with Digital Services. Make help desk calls to the software vendor. Assist the GL section in maintaining other parts of the financial management system 8. Maintain up-to-date written procedures for the AP function. 9. Assist and provide AP training sessions for departmental users. 10. Prepare correspondence, memoranda, and capital asset forms. 11. Run GL reports. Reconcile and distribute transaction, journal, and ledger reports. 12. Analyze and research budget, encumbrance, and actual transactions and balances of the GL. Perform reconciliation of GL accounts to subsidiaries including the capital assets system and source documents. Prepare back-up schedules. Prepare budget and journal entries. 13. Maintain worksheets needed for fiscal year-end and for the annual audit. Perform/assist with year-end accounting tasks and audit preparation. Coordinate the gathering and copying of AP and other files/documents for review by the external auditors. 14. Prepare, maintain, and run various reports, statements, schedules, work papers, spreadsheets, and databases for both internal and external reporting. 15. Perform special accounting tasks and projects, as assigned. This includes assisting with physical inventory of Borough capital assets on a periodic basis. 16. Serve as backup for certain duties of other technical positions within the division.

Position Requirements

MINIMUM QUALIFICATIONS: 1. High school diploma or equivalent. Three years recent experience as a full-charge bookkeeper and knowledge of the IRC and IRS regulations regarding Form 1099 information returns. An Associates of Applied Science (AAS) degree in Accounting from an accredited institution, or three years of clerical accounting experience in a large organization with a computerized environment, may be substituted for the experience and knowledge requirement above. One year performing full-charge AP duties in a computerized environment is preferred. 2. Recent verifiable experience with enterprise-wide automated accounting systems, including data input and research. Computer experience with a large integrated financial system is desired. Prefer experience in a governmental setting. 3. Must be accurate and proficient at data entry/typing and be able to use a 10-key calculator accurately by touch. 4. Must have recent personal computer experience using electronic spreadsheets, word processing, and internet-based software applications (Microsoft Excel and Word preferred). Knowledge of Adobe Acrobat is preferred. KNOWLEDGE, SKILLS, AND ABILITIES 1. Ability to understand and interpret laws and regulations related to employee travel and entertainment reimbursements and 1099 information reporting. 2. Knowledge of generally accepted accounting principles. Knowledge of governmental accounting is desirable. Governmental purchasing experience or training is desirable. 3. Ability to perform accurate and timely work in an organized and efficient manner, with minimal direction, sometimes under stressful conditions with short deadlines. 4. Demonstrated ability to establish and maintain effective working relationships with employees, and to deal effectively and harmoniously with outside entities and the general public. 5. Demonstrated ability to communicate clearly in a courteous, professional manner, both verbally and in writing. 6. Ability to comprehend and execute verbal and written instructions and to use independent judgment in applying guidelines to varied situations. OTHER 1. A PROFICIENCY TEST MAY BE ADMINISTERED. 2. This position requires a criminal background check.

Additional Information

JOB CONTACTS: Continuous contact with employees at all levels of the Borough. Frequent contacts involving outside organizations/agencies. JOB RESPONSIBILITY: Does not supervise; experiences minor problems daily and occasional major ones that must be resolved on own initiative with little immediate supervision; the consequences of error, carelessness or mistaken judgment require significant effort to recover. WORK ENVIRONMENT: General office where conditions are pleasant; good, clean conditions where accidents/hazards are negligible; requires short periods of light lifting, pushing or pulling (26-50 lbs.); requires short periods of reaching and bending.