Accounts Payable Coordinator
Starting Wage: $19.35/hr. – $21.03/hr.
SUMMARY: This is a clerical/technical position responsible for providing administrative support to the accounts payable and accounting functions of the Department of Administration. Primary responsibilities include coordinating, reviewing and processing the accounts payable and fixed asset activities of the County. Duties include performance of a variety of multifaceted accounting and technical tasks including fiscal support tasks, applying formal procedures to the preparation and maintenance of fiscal documentation and records, maintaining the computerized fiscal management systems, and preparing critical administrative, financial, and/or technical reports. This position requires significant attention to detail, creativity, and ability to adeptly navigate a variety of Microsoft-based software systems with a superior knowledge of Excel.
Duties may include, but are not limited to, the following:
• Coordinates the daily accounts payable activities of Polk County fiscal support staff and; as assigned by the General Government Director; serves as project lead on special projects.
• Prepares periodic (monthly, quarterly and annual) accounts payable reports.
• Maintains and reviews accounts payable processing systems to ensure timely and accurate processing of invoices and expense reports. Makes recommendations to improvement and/or modification of systems and processes.
• Receives and verifies expense reports for accuracy, ensuring compliance with County policies and eligibility for payment.
• Submits expense reports to payroll system for payment.
• Maintains and updates vendor files to ensure accuracy; to include W-9, 10-99, contact information and insurance compliance.
• Analyzes invoices for accuracy, ensuring compliance with County policies and eligibility for payment.
• Prepares and maintains accurate records and reports of accounts payable transactions.
• Serves as liaison to other County agencies, State and Federal agencies in accounts payable matters; provides policy direction and advice regarding accounts payable activity to other County personnel.
• Develops and provides in-service training for County fiscal support staff on accounts payable and fixed asset processes and policies.
• Processes all Department of Administration accounts payable invoices.
• Administers the County fixed asset tracking and reporting function. Prepares reports, coordinates with departments to update fixed asset information in financial accounting software.
• Assists in the annual and single audit processes as they relate to accounts payable and fixed assets; facilitates gathering of information from various departments; develops basic audit reports and schedules; ensures timely and accurate submission of requested information.
Marginal Duties and Responsibilities
Duties may include, but are not limited to, the following:
• Provides back up to other Administration staff during periods of absences or peak workloads as directed by the General Government Director.
• Performs other duties as assigned, including, but not limited to, research and execution of special projects.
Supervisory Responsibilities: None.
This description is intended to describe the kinds of tasks and level of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an
exhaustive list of all responsibilities, duties and skills required of personnel in this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An equivalent combination of Education/Experience, Knowledge, Skills and Abilities varying from those listed may be considered.
• Associate’s degree (A.A. or A.S.) in accounting, financial management, or business administration with major courses in accounting
• Three to five years of experience in accounts payable required, with preference given to public sector.
• Knowledge of:
o Accounts payable processes and systems.
o Highly proficient use of Microsoft Office Suite, specifically Excel.
o Modern office practices, procedures, methods, and equipment.
o Fixed asset tracking and reporting.
o Vendor management best practices.
• Ability to:
o Learn accounting software systems.
o Prepare a variety of financial statements, reports, and analyses.
o Demonstrate exceptional written and verbal communications skills.
o Demonstrate excellent organizational skills and attention to detail.
o Establish and maintain effective working relationships.
o Train, organize and coordinate daily activities of fiscal support personnel in various departments.
o Ability to operate modern automatic and mechanical accounting equipment; efficiently navigate and manipulate fiscal and payroll accounting software.
• Valid driver’s license. Occasionally required to travel for educational opportunities or to work with staff at various satellite offices or other campus locations.
• Analytical and Mathematical Ability – Identifies, obtains, and evaluates relevant information to establish relationships or patterns, cite causes, and reach logical conclusions. Considers a multitude of diverse factors, their interrelationships, the perspectives of others, alternative courses of action and their likely ramifications with evaluating information to reach a conclusion. Works with varying degrees of mathematical concepts such as probability and statistical inference and fundamentals of geometry and trigonometry, applying concepts such as fractions, percentages, ratios and proportions in practical situations.
• Organizational – Ability to effectively organize and manage work and work related actives.
• Self-Management – Organizes and plans for task accomplishment in a way that maximizes efficient performance; establishes and adjusts priorities to ensure timely completion of assigned work/fulfill responsibilities.
• Results Orientation – Maintains a focus on objectives to be achieved and acts accordingly to ensure their accomplishment. Remains focused on outcome and not process.
• Integrity/Honesty – Contributes to maintaining the integrity of the organization; displays high standards of ethical conduct and understands the impact of violating these standards on an organization, self, and others; is trustworthy.
• Leveraging Technology – Demonstrates proficiency in using on-line tools and business applications, creating and maintaining accurate data and communications, including, but not limited to Word, Excel, PowerPoint, and specialist HRIS and related systems.
• Customer Service and Community Relations – Anticipates and strives to meet the needs of both internal and external stakeholders (employees, contracted staff, prospective employees, job applicants and other internal and external clientele). Delivers high-quality services; is committed to continuous improvement. Communicates/Interacts with employees and members of the public and other key stakeholders in a way that elicits positive response and participation, which on occasion, may include interaction either one-on-one or with several stakeholders at one time to present information and/or represent the County’s or the Department’s interests.
Work is sedentary in nature performed within the Government Center or satellite offices/other campus locations. Lifting requirement is 15 – 20 pounds on an occasional basis. Wrist and finger manipulation due to filing, compiling, calculating, or computer work. Equipment used may include, but is not limited to: computer, scanner, printer, calculator, telephone, copy and fax machine. Additional physical/mental requirements that occur may not be listed above, but are inherent in performing the position’s essential functions.