Job Title

Job Family

Job Code

Job Exempt

Accounts Payable Coordinator

Seiu_White_Collar

CFG09

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

S14

Hourly

$25.21

$32.15

$39.09

Job Description

Performs responsible paraprofessional accounting and bookkeeping work with first line supervisory responsibilities. Responsible for supervising the process of activities and operations in the Accounts Payable functional area. Ensures timely payments of vendor invoices and expense reports that are eligible for payment. Maintains accurate financial records and control reports. Contributes to the development of processes and procedures. Work is performed under general supervision. Work is reviewed while in progress and upon completion through conferences, reports submitted, and periodic audits.

Minimum Qualifications:

Associate's Degree in Accounting, Bookkeeping, or related field and two (2) years responsible experience in accounting or bookkeeping, some of which must have been in a lead or supervisory capacity; or an equivalent combination of education, training, and experience. Must pass background check which includes polygraph.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Assists the manager with Account Payable operational processes including customer service, auditing invoices, reviewing expense reports, reviewing Vendor statements, assisting with monthly and annual close processes, preparing weekly settlement runs and ensuring compliance with City policies and procedures.

Provides oversight to the AP Specialists ensuring knowledge of both the City’s and Accounts Payable Department policies and procedures.

Participates in personnel actions such as hiring selection, discipline and yearly performance appraisals.

Assigns and reviews the work of the AP Specialist. Coordinates their scheduled days and assignments, ensuring accurate and timely payments to vendors.

Coordinates and monitors the Accounts Payable phone line.

Performs testing of bi-annual software updates and reviewing new features to enhance Accounts Payable processes.

Develops and maintain a professional relationship with City departments and external vendors to resolve all Account Payable inquiries.

Researches computerized and manual files to resolve accounting issues/discrepancies.

Consults with vendors and/or City personnel to obtain required information/documentation and communication of resolution for issues/discrepancies.

Reconciles Accounts Payable related General Ledger Accounts

Develops, maintains, and provides training to all new employees on the Accounts Payable process and procedures.

Coordinates and maintains approvals for ProCard allocation in the Procurement Card System.

Reconciles Accounts Payable Travel ProCards.

Assists with internal and external auditor’s interaction for the Accounts Payable department.

Monitors and reviews required internal and external reports to ensure compliance with established deadlines.

Assists with the yearly 1099 Misc process.

Assists in special projects and performs other related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of the principles and practices of bookkeeping and accounting and ability to apply this knowledge to work situations.

Knowledge of office practices and procedures and skill in operating office machines including calculators.

Knowledge of the laws, rules and regulations controlling budgetary, fiscal record keeping, and other procedures.

Knowledge of modern electronic data processing practices and equipment.

Knowledge of the laws, ordinances, rules and regulations relating to the production of various payrolls, and pension benefits.

Ability to keep records, assemble and organize data and prepare complete and accurate accounting reports and statements.

Ability to express oneself clearly and concisely, orally and in writing.

Ability to establish and maintain effective working relationships with other employees and the general public.

Ability to effectively plan, assign, monitor and review the work of subordinates, to maintain harmony among subordinates and to evaluate performance.

Ability to perform complex accounting work, to obtain and consolidate data, to prepare and effectively present reports, orally and in writing.

Ability to analyze office operations and to recommend innovative methods, procedures, policies and equipment to improve efficiency.