Description

General Statement of Duties
Perform technical and specialized paraprofessional accounting tasks primarily in support of the accounts payable functions for the Village.
Distinguishing Features of the Class
An employee in this class performs technical and administrative work in support of the accounts payable and revenue collection functions in the Finance office. Work includes reviewing, preparing and processing accounts receivable invoices; verifying appropriate account codes and entering expenditure data; preparing and processing payments; printing and mailing checks; updating and maintaining vendor information; reviewing department purchase order requests for accuracy and required information and signature approvals; processing requisitions and purchase orders; creating check batches and bank drafts; importing ACH payments; answering vendor questions and resolving discrepancies with vendor invoices; reviewing bank statements and entering credits and debits into accounting software; entering and posting payments for utility accounts; preparing and processing month end journal entries; assisting with year-end processes and procedures; reconciling and paying sales tax; posting and reconciling accommodation tax collections for the Village; and preparing and maintaining a variety of accounts payable records, files, and reports. Work requires use of paraprofessional accounting knowledge and accuracy in data input and review. Work is performed under the regular supervision of the Finance Director.
Essential Duties and Tasks
Reviews department purchase order requests for accuracy and required information and signature approvals; processes requisitions and purchase orders; obtains approval; processes and distributes requisitions and purchase orders.
Reviews and verifies invoices submitted by departments for appropriate account codes and expenditure data; matches purchase orders to invoices; reviews supporting documentation; audits and codes invoices with appropriate account numbers; balances statements; and calculates sales tax on invoices.
Enters invoices to be paid into computer; obtains management approval; reviews and enters draft payments; generates vendor checks, and other checks on a scheduled or special basis as needed; prints checks and prepares for mailing; scans check copies; matches up invoices and check copies.
Research inquiries and discrepancies regarding purchase orders, requisitions, payments, and other accounting issues.
Prepares monthly reports for sales tax, motor fuels tax and other related reports; performs calculating, posting, and verifying of financial data; verifies and posts various entries related to receipts and disbursements.
Maintains and updates vendor database; enters vendors into the computer system for accounts payable, obtains necessary information from vendors; maintains W-9 on file.
Receives and responds to staff and vendors pertaining to accounts payable; investigates and resolves inquiries and discrepancies; communicates with vendors regarding invoices and checks; reconciles vendor statements.
Verifies and allocates into various budgetary accounts insurance, gasoline, telephone, utility, and other large vendor bills.
Prepares journal entries with corresponding documentation, as needed.
Maintains a variety of accounts payable files and records; retrieves information for auditors or as needed to answer questions.
reconciles credit cards statements monthly.
Prepares cash deposits daily; takes deposit to bank.
Prepares and distributes financial and accounting reports and related spreadsheets to departments on disbursements and other financial data.
Assists departmental personnel with questions on financial data, and related matters. Backs up the utility billing and customer service functions in the department.
Checks mail at Post Office, as necessary.
Reviews A/P Aging report monthly and reconciles to the General Ledger.
Additional Job Duties
Performs related duties as required.

Requirements

Considerable knowledge of paraprofessional principles and practices of accounting and fiscal reporting.
Considerable knowledge of the application of information technology to fiscal, accounting, and administrative work including word processing, database and spreadsheet development.
General knowledge of standard operating practices involved in modern office operation and public service.
Knowledge of the application of information technology to paraprofessional accounting work. Accuracy in the entry and proofing of data.
Skill in public contact, internal and external customer service and collaborative conflict resolution. Ability to understand and apply policies to the maintenance of financial records and reports.
Ability to make arithmetic computations accurately and with reasonable speed.
Ability to maintain accurate records and prepare moderately complex records and reports. Ability to verify purchase orders and financial documents and forms for accuracy and completeness.
Ability to organize work for efficient processing, set and follow effective work priorities, and meet established deadlines.
Ability to understand and apply policies to the maintenance of financial records and reports. Ability to solve problems and analyze data.
Ability to establish and maintain effective working relationships with vendors, supervisors, other employees, and the general public.
Ability to communicate effectively in oral and written forms.

Physical Requirements
Must be able to physically perform the basic life operational functions of fingering, reaching, grasping, talking, hearing, and performing repetitive motions.
Must be able to perform sedentary work exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to move objects.
Must possess the visual acuity to prepare data and figures, perform visual inspections, work with accounting processes related tasks, operate a computer, does extensive research and reading.
Desirable Education and Experience Graduation from a two-year college with a degree in accounting or business and considerable experience in paraprofessional accounting work, preferably in a municipal or county finance office; or an equivalent combination of education and experience.

Other Necessary Requirements

Microsoft Office Excel Skills preferred.