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TITLE: Accounts Payable Clerk

DEPARTMENT: Finance

PAY LEVEL:  Level 16        

EXEMPT/NON-EXEMPT: N

LOCATION:  Leavenworth County Courthouse

SUPERVISOR:  County Administrator/Budget & Finance Manager

SUPERVISES:  N/A

PERCENTAGE OF TIME              ACCOUNTABILITIES

                        70%                                                1.     Process Purchase Orders.

                        10%                                                2.     Balance Month End Reports.

                        10%                                                3.     Process Checks.

                        10%                                                4.     Problem Solving and Customer Service.

SCOPE

Responsible for the annual processing of County payments, travel expense requests, journal vouchers, general ledger transfers and corrections, purchase orders, contracts, and vendor invoices.  Also responsible for discussing submitted bills with County staff and vendors prior to payment; and for communicating with County staff regarding travel and expense reports.  Performs other work as assigned.

KNOWLEDGE AND SKILLS:      (*Required prior to employment)

1. Knowledge of department policies and procedures.
2. Knowledge of the County’s disbursement documents and associated payment procedures and distribution of tax receipts.
3. Knowledge of the County’s finance system and account codes.
4. Knowledge of basic bookkeeping and accounting procedures.*
5. Knowledge of on-line general ledger resources.*
6. Knowledge of the County’s policies regarding the issuance of manual checks.
7. Knowledge of the County’s travel advance procedures and controls.
8. Knowledge of legislative resolution limitations and expenditure effects.
9. Knowledge of the County’s extended purchasing subsystem procedures, including processing of purchase orders, vendor invoices, receiving documents, and price agreements.
10. Knowledge of computer systems and techniques to research purchase orders and payment information.
11. Knowledge of reading/interpreting computer data output to obtain necessary data and/or correct errors.*
12. Knowledge of personal computer use and associated database and spreadsheet software application.*
13. Knowledge of purchase orders, and contract processing and controls.
14. Skill in maintaining accurate records and proofreading documents.*
15. Skill in reconciling ledger accounts.*
16. Skill in operating general office machines:  calculators, copiers, facsimile.*

HUMAN RELATIONS

Discusses with County staff and vendors the status of bills submitted for payment, and advises inquirer on correct processing procedures.

Communicates with various taxing agencies regarding questions about tax distributions and supporting documentation.

Communicates with County staff regarding travel and related expense reports.

Works with the Purchasing Department in processing pre-encumbrances, encumbrances, and expenditures with the extended purchasing subsystem.

Communicates with the Budget Department in processing payments, travel advances, and manual check approvals.

ILLUSTRATIVE TASKS (This is not an inclusive list, other tasks/duties may be assigned.)

Codes disbursement documents for proper system entry and payment.  Enters proper document and pay dates, correct vendor code, proper authorization document number and coding, and correct amount to pay.  Enters description line for each payment made to a vendor on one check.

Creates file maintenance documents for newly changed vendor data to include invoice, address, vendor code and other required data.

Prepares necessary journal vouchers to redistribute expenses among the various County departments; determines the appropriate departments to be charged and prepares journal vouchers, ensuring that journal vouchers are in balance overall and specific fund.

Matches duplicate copies of checks generated with disbursement envelope to verify accuracy, and attaches duplicate to the disbursement envelope.  Ensures that all required back-up documents for each disbursement is in the envelope, and prepares original check for mailing.

Receives rejected documents from supervisor, researching the cause of rejection and correcting documents accordingly for resubmission into finance system.

Purchase orders coordinated, processed, and controlled by checking purchase amount and verifying correct fund code and availability.

Contracts coordinated, processed, and controlled by checking partial or final payment amount and verifying correct fund code and availability.

Vendor invoices researched and coded to correct accounting distribution.

Manual checks prepared, processed, and mailed to payees upon determination of availability of funds and fund code, and upon final approval by appropriate authority.

ENVIRONMENTAL DEMANDS

Work is performed in a modern office setting.

MINIMUM QUALIFICATIONS

Must have a High School diploma/GED, one (1) year of college-level accounting courses or two (2) years of accounting related experience preferred, and pass clerical examination at the appropriate level. Also refer to the KNOWLEDGE AND SKILLS section of this job description.

ADA/PHYSICAL DEMANDS

1. Vision.                         Must be adequate for data entry, checking documents, proofreading, taking messages by written documentation or email.

2. Hearing.                      Must be adequate for telephone communications and normal conversations.

3. Speech.                        Must be able to speak English clearly and to accept a multitude of telephone calls clearly

4. Standing.                     10% of the time – making copies and talking to people who come in for information.

5. Walking.                      5% of the time – taking messages to employees (only when necessary), making copies.

6. Sitting.                        85% of the time – while answering telephone calls, taking messages, typing, computer use.

7. Lifting/Carrying          15 pounds – very little lifting (supplies, maps, books, files).

8. Pushing/Pulling           10 pounds – minor pushing and pulling (chairs, cabinets).

9. Climbing/Balancing    Climbing on foot stool for supplies in storeroom.

10. Stooping/Kneeling      Some stooping required, as well as crouching, when filing and retrieving information.

11. Reaching/Handling     Required on most tasks.