Accounts Payable Coordinator

Under the supervision of the Director of Financial Services, responsible for auditing, scheduling and inputting information from invoices to the computer.Prints all checks for the County.Writes journal entries to the system and performs a variety of other accounting related and general support tasks.Processes credit card refunds for all County departments, and performs ACH debit transactions.  Conducts training of County personnel on the use of the accounts payable software and provides assistance and problem solving to accounts payable system users.

• Receives, audits and date stamps purchase orders and invoices for payment of County bills.  Verifies that invoices have not already been paid and assigns dates for payment.  Segregates those invoices requiring Board approval.

• Prepares accounts payable for payment by checking the accuracy and propriety of all invoices and verifying that they have been approved by authorized personnel and have adequate support documentation.

• Regularly inputs information from invoices to the computer and runs updates to the general ledger.  Balances each batch by running tape of invoice against computer generated report summary.

• Runs checks and sorts batches.

• Balances statements and files all pertinent information for vendor accounts.  Provides information to vendors and department heads as requested.

• Audits vendors for tax levies and garnishments, and prepares any necessary follow-up reports.  Assigns tax levy and garnishments to vendor's manually, and prepares Accounts Payable Vendor Internal Revenue Service's Response Form.

• Conducts training of County personnel on the use of the accounts payable software.  Provides assistance and problem solving to account payable system users.  Contacts MIS Department or the software vendor with questions or problems regarding the computer hardware or accounts payable software.

• Responds to telephone inquiries from County vendors, County employees, and outside vendors regarding payment of invoices.

• Makes airline and hotel reservations.  Audits travel settlements, records journal entries, runs general ledger for travel fund, and balances monthly.  Generates monthly report on outstanding travel advances and follows-up on supporting documentation. Manually records Board of Commissioners' travel expenses.

• Prepares invoices and check registers for review by Clerk's Office.

• Processes credit card refunds for all County departments and enters to system, includes accessing computer modem link to credit customer accounts.

• Performs ACH debit transactions for some vendors, and sends transmittal to the Treasurer's Office to cover balance.  Ensures that copies of all expected bills are received and funded for ACH debit payment processing for utility bills.

• Determines boardbills and non-boardbills in accordance with a resolution by the Board of Commissioners, and distributes letters for signature regarding completion of procedures.

• Prepares various reports for the Controller, Treasurer, Board of Commissioners, and Finance Committee.

• Maintains approved signature card list and approved vendor contracts.

• May provide back-up support to the department reception area, including answering incoming calls and receiving visitors.   May distribute payroll checks to County departments and employees.

• Regular attendance and punctuality are standards of performance required for this position.

Other Functions:

• Performs other duties as assigned.

• Must adhere to departmental standards in regard to HIPAA and other privacy issues.

• During a public health emergency, the employee may be required to perform duties similar to, but not limited, to those in his/her job description.

 (An employee in this position may be called upon to do any or all of the above tasks. These examples do not include all of the tasks which the employee may be expected to perform.)

Education:  High school graduation or the equivalent is required with some coursework in accounting and data processing.

Experience:  Two years of accounts payable experience is required.

Other Requirements: None listed.

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description.The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.

Working Conditions: This position works in an indoor environment.  There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.  

Physical Requirements:

• This position requires the ability to sit, stand, traverse, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.

• This position's physical requirements require continuous stamina (more than 50%) in sitting, handling, grasping, typing and enduring repetitive movements of the wrists, hands or fingers.  This position's physical requirements require regular stamina (21-50% of the time) in carrying, pushing, and pulling.  This position's physical requirements require periodic stamina (5-20% of the time) in standing and traversing.

• This position performs light work requiring the ability to exert 20 pounds or less of force in the physical requirements above.

• This position primarily requires close visual acuity to perform tasks within arm's reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.

• This position requires the ability to communicate and respond to inquiries both in person and over the phone.

• This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer.

• This position requires the ability to handle varying and often high levels of stress.

(This job requires the ability to perform the essential functions contained in this description.These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)

UAW G

September 2019