Accounts Payable Technician II

General Statement of Job Under limited supervision, performs responsible accounting support and administrative work in the preparation, processing, maintenance and verification of accounting documents and records.
This is the second level of a three level technical support series.
Work that is process oriented (moving transactions through a series of steps to maintain accounting records) where the employee codes transactions, resolves discrepancies and balances accounts distinguish this class from the lower level.
Working with related and less complex processes under established methods distinguish this class from the next higher.
Exercises independent judgment, discretion, and problem solving in performing work that is frequently non-routine.
Special Duties & Responsibilities General: •Assists with the development, maintenance, and documentation of accounting practices and procedures.
•Develops, enters and posts various adjusting journal entries into financial systems.
•Assists external auditors in obtaining the backup data necessary to perform such audits.
•Assists with the performance on internal audits as needed.
•Maintains accounting records to document funds received or paid in accounts or subsidiary ledgers.
Reconciles general ledger accounts monthly through the review of source documentation to find and correct errors, calculates and makes adjustments as needed.
•Gives information and solves problems about payables, receivables, collections and other information needed by internal and/or external users.
Handles complex and unusual determinations and computations using established rules, regulations and policies.
•Helps budget and other accounting personnel by accumulating, consolidating, and communicating data for various bond, fiscal and budget reports and/or projections.
•Directs all incoming calls to appropriate county departments and provides general information as necessary.
•Serves as backup for the Account Clerk I and Accounting Technician I when necessary.
•Performs customer service functions that include receiving and responding to written and verbal inquiries from internal and external customers.
•Provides support to senior staff as needed.
•Performs other related duties as required.
Accounts Payable: •Reviews all invoices and compares them to purchase orders (if applicable) for accuracy.
Verifies payment terms and processes for payment.
•Reviews invoices to determine if tax should be paid and for the legitimacy of vendor and items purchased.
•Reviews monthly statements for past due invoices.
Locates past due invoices or calls the vendor for a copy of the outstanding invoice.
As time permits, reviews department assigned account coding for accuracy.
•Reviews or posts subsidiary accounts payable batches to the general ledger.
•Voids and reissues checks upon request.
•Reviews and processes requests for check or wire payments for contributions to other entities, travel reimbursements, bonds, and payroll related activity.
•Assists with the implementation and maintenance of the purchasing card program.
•Monitors purchase card transactions in need of data input or approval.
Coordinates with personnel for completion of these transactions.
•Balances completed transactions with purchase card statements and issues payment.
•Reviews all applicable purchase card statements and receipts for legitimacy and to determine if expenditures meet County guidelines.
•Assists purchase card liaisons with credit card disputes and questions on usage.
•Researches and advises on potentially incorrect coding of invoices and purchase card transactions.
Makes corrections as needed.
•Reviews vendors in global vendor file, determines duplicate or inactive vendors for resolution.
Ensures all vendors have appropriate W-9 documentation on file.
•Assists Accountant with the issuance of tax exempt certifications upon request.
•Resolves invoice conflicts by communicating with vendors, personnel and management.
•Researches and processes returned checks by coordinating with the various departments and processes adjusting journals to correct if needed.
•Assists other department personnel with information needed for grant reimbursement processing.
•Assists Accountant in the annual IRS 1099 process by researching and making the determination as to which vendors require a 1099.
•Assists with complex payables and internal control issues as required.
Accounts Receivable: •Coordinates all aspects of utility billing; uploads meter route information for use and downloads reads to the accounting system; audits meter reads and requests re-reads or force bills as needed; applies penalties; approves and posts adjustments for leaks, misreads, overestimates, refunds, etc.
; transfers final bill files to third-party printer and reviews printed bills electronically for appropriateness and approves for release to customers.
•Balances and posts interdepartmental utility activity.
Maintains interdepartmental posting system.
•Provides guidance and assistance to Treasurer and Utility's Customer Service staff on accounting system questions or issues that occasionally arise.
•Assists Accounting Manager with modifications to water/sewer accounting software to handle new programs or scheduled rate changes, and with the maintenance of secure control files on the utility and miscellaneous billing systems.
•Assists the Utilities department and the Accounting Manager in the resolution of complex billing and internal control issues.
•Determines appropriate water/sewer deposit refunds needed and coordinates with accounts payable for payout.
•Generates nightly update of daily utility system activity to customer accounts and reconciles transaction reports.
•Tracks account delinquencies and forwards to Treasurer's office for collection when applicable.
Works with customers and/or departments to attempt collection prior to sending over to the Treasurer.
•Processes all miscellaneous receivables tracked through the financial system with the exception of property taxes that are handled by the Treasurer's Office.
Responsibilities include determining, creating, and assigning customer accounts, customer types and charge codes; calculating or verifying billed amounts and invoicing customers timely.
Provides guidance to the Treasurer's office on posting receipts and error resolutions.
•Processes monthly landfill billing including the approval and posting of adjustments.
Assists with setup of system controls and billing practices.
Follows up on significant credit and/or past due accounts.
Coordinates with Public Works and Treasurer's Office on emerging issues.
Risk Management: •Manages open claims and serves as main point of contact for the County's general liability, property and automobile insurances.
Coordinates with all necessary parties to resolve issues, including County Administration and County Attorney when needed.
•Maintains claim database, tracks and communicates unusual trends.
•Coordinates with Fixed Asset Accountant to ensure accurate tracking of insured assets, and communicate any insurance inventory additions or losses as needed.
Payroll: •Assist with the management of County payroll system to ensure accurate and timely distribution of employee paychecks.
•Assist with bi-weekly payroll for all County staff.
This includes reviewing registers, understanding system calculations, and general ledger journal postings.
•Serve as a backup for bi-weekly timesheet submission, payroll processing, and paycheck distribution as needed in the absence of the Payroll Administrator.
•Serve as a point of contact between the accounting division and County employees regarding basic payroll inquiries.
Minimum Training & Experience High School Diploma or equivalent, with supplemental college level coursework in accounting and three (3) years of experience in accounting work with computerized systems; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
Training or experience must include operating a ten-key calculator by touch.
Special Requirements Knowledge of bookkeeping principles, methods, and procedures.
Knowledge of accounting practices and procedures.
Knowledge of computer operations Knowledge of all necessary software systems to perform essential job duties to include word processing, spreadsheet, internet, database, email software and County’s financial system.
Must become proficient within three months of hire.
Skill in using accounting-office procedures, equipment, and machines.
Skill in verifying, allocating, and recording business transactions to subsidiary accounts.
Skill in calculating percentages, ratios, discounts, etc.
Skill in applying policies, procedures, and guidelines to various accounting problems.
Skill in collecting and compiling information from standard sources for inclusion in established report forms.
Skill in using a calculator or a 10-key adding machine.
Skill in concurrently performing multiple tasks.
Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Ability to speak and/or signal people to convey or exchange information.
Includes receiving instructions, assignments and/or directions from supervisors.
Ability to read purchase orders, invoices, reports, correspondence, manuals, and handbooks.
Ability to prepare purchase orders, invoices, correspondence, inventories, reports, etc.
, using proper format.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.
Ability to record and deliver information, to explain procedures, to follow oral and written instructions.
Must be able to understand government accounting terminology.
Ability to utilize mathematical formulas; add and subtract totals; multiply and divide; decimals and percentages; and fractions.
Ability to deal with people beyond giving and receiving instructions.
Must be adaptable to performing under minimal levels of stress.
PHYSICAL REQUIREMENTS Must be physically able to operate a variety of automated office machines that includes a computer, calculator, copier, mailing machine, text telephone, typewriter, etc.
Must be able to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
The position is rated for Light Work.
Requires the ability to inspect items for proper length, width and shape.
Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.
Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc.
Must have minimal levels of eye/hand/foot coordination.
Does not require the ability to differentiate between colors and shades of color.
Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).