Accounts Payable Clerk

Job Summary

Under the direction of the Finance Director ensures payments are processed accurately and timely in accordance with City policies and procedures. Reconciles vendor statements to ensure accurate allocation and disbursement of City funds. Maintain workplace in a clean and orderly manner. May be required to perform light janitorial duties.

Essential Job Duties & Responsibilities

The following duties are normal for this position. The omission of specific statement of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth below to address operational needs and changing operational practices.

• Ensures state laws, regulations and city procedures are followed in regards to accounting and purchasing transactions.
• Maintains appropriate records of assigned vendors and ensures vendors are paid in an accurate and timely manner.
• Ensures payments are processed accurately by verifying vendor information, comparing invoices to approved purchase orders or requests for payment, verifying amounts and accounts are correct, and verifying appropriate approvals and all required supporting documentation exists for payment.
• Entering payment requests in the appropriate fund into the accounting system.
• Verifies the accuracy of the payments by proofing requests entered by other Accounts Payable Clerks.
• Generates cash disbursement reports for approval of the Finance Director.
• Distributes/mails cash disbursements.
• Answers vendor questions regarding accounts by researching cash disbursements and determining accurate and timely responses to vendor inquiries.
• Reconciles monthly vendor statements.
• Files paid invoices in the appropriate vendor file, setting up new files as necessary.
• Prepares/enters journal entries as directed by the Finance Director.
• Assists in maintaining appropriate records of the City’s fixed assets.
• Verifies and posts daily deposits on a rotating basis.
• Creates specialized reports associated with assigned funds as directed by the Finance Director.
• Assists revenue collection department as needed especially during peak collection periods.
• Assists the purchasing agent in administering the bid process.
• Performs additional duties in support of the City’s Financial Administration as needed or upon request.

Qualifications

Education & Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required for this position would be:

Education/Training
High School Diploma or GED. Associates Degree Preferred.

Experience
2 years experience in accounts payable function/related position. Government experience preferred.

Licenses or Certifications Required
N/A

The following generally describes the knowledge and abilities required in order to successfully perform the assigned duties of the position:

Knowledge of:

• Organization, operation, policies, procedures and relevant ordinance of the City of Phenix City.
• Accounting and purchasing procedures.

Ability to:

• Read to comprehend technical literature, license and fee schedules, regulations, reports, financial statements and other highly complex materials.
• Verbally communicate effectively with employees and City vendors.
• Use word-processing, spreadsheet, databases and specialized accounting and financial software.
• Work from administrative direction in terms of goals associated with this position.

Physical Demands & Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act, the city encourages both prospective and current employees to discuss potential accommodations needed to perform the essential duties of this position.

Environment: Work location will be indoors with potential for overnight travel to attend/participate in training.

Physical Demands: See accompanying page for details

Key Working Relationship: Finance Director, Finance Staff, other City employees, financial institutions.

Applications for this position will be accepted until a pool of 20 applications is received or the position is filled, whichever comes first. Current city employees wishing to apply should send Internal Job Application provided by the Human Resources Department to the HR Director by the deadline stated. (A courtesy copy will be sent to the employee’s department head.)

Applications can be found online (download an application) or picked up at the City of Phenix City Human Resources Department:
1103 Broad Street
Phenix City, AL 36867
Ph: 334 448-2706

Applications are available for pick up and drop off on Mondays from 2 to 5 p.m., Eastern Time, and Tuesdays, Wednesdays, and Thursdays from 10 a.m. until 2 p.m., Eastern Time. You may also email your completed application with the required supporting documents.