A/P and Accounting Specialist

Description

The City of Caldwell Finance Department is looking for a A/P and Accounting Specialist. Individual will perform a variety of accounting tasks related to the city's accounts payables ensuring compliance with city policies; and performs a variety of administrative support and clerical duties. The work is performed under the supervision of the City Treasurer with leeway granted for the exercise of independent judgment and initiative. The principal duties of this class are performed in a general office environment.

Responsibilities

• Distributes incoming electronic mail to departments for payment processing.
• Receives and approves invoices and credits for purchase.
• Reviews accounts payable (AP) invoice proof lists to verify the accuracy of charges.
• Inputs AP invoices for city hall and other departments into accounting software.
• Compares AP invoices with purchase orders to ensure accuracy.
• Reviews monthly statements to ensure payments are up-to-date and requests copies of outstanding copies if needed.
• Coordinates the reconciliation of discrepancies with departments and vendors.
• Oversees new vendor set up processes.
• Ensures all 1099 tax information has been received from vendors before mailing vendor checks.
• Prepares the annual IRS 1099 report for review and approval.
• Prepares and processes annual IRS required tax forms related to Vendor Payments.
• Responds to requests for information concerning payment issues.
• Verifies and examines purchase orders for a properly authorized purchasing agent, department head, and amount.
• Prepares an electronic AP check proof list for city council review and filing.
• Prepares City Council financial reports when needed.
• Verifies the accuracy of vendor names on outgoing checks and reconciles check amounts to invoices prior to cutting checks.
• Prepares vendor checks for mailing and ensures they are mailed in a timely manner.
• Files vendor checks and vouchers, ensuring documents are easily retrievable from the filing system.
• Tracks and reviews travel and training forms for accuracy.
• Verifies receipts and notifies departments of discrepancies.
• Assists city employees in the correct procedure for invoicing, and completing purchase orders, travel, and training forms.
• Compiles reports concerning invoices and checks during the annual audit.
• Provides billing information to accounts receivable when needed.
• Performs work duties and activities in accordance with city policies, procedures, and safety practices.
• Provides information and demonstrations concerning how to perform work tasks for new employees.
• Gathers, assembles, updates, distributes, and files information, forms, records, and data.
• Assists with audit schedules during audit related to fixed assets.
• Consistently keeps supervisor and relevant team members informed about work progress, current and potential issues, and proactively suggests new or improved solutions to address challenges.
• Attends approved meetings, conferences, workshops, training sessions, and remains current on the principles, practices, and developments in assigned work areas.
• Responds to questions and comments in a courteous and timely manner.
• Communicates and coordinates regularly with others to maximize the effectiveness and efficiency of interdepartmental operations and activities.
• Respects the opinions of others and maintains a positive and professional working relationship with colleagues, supervisors, and stakeholders.
• Acts as Purchase Card Administrator for the city-wide P-Card program.
• Oversees and ensures accuracy of the city-wide Virtual Payment program.
• Oversees and ensures accuracy of Monthly, Quarterly, and Annual Sales Tax processing.
• Performs bulk Utility Payment entry and provides oversights of Utility Accounts for accurate cost allocation.
• Adapts to changes in work assignments and methods promptly and efficiently.
• Performs other related duties as assigned.

Minimum Qualifications

Education, Training, or Experience Required:

• Graduation from an accredited college or university with an associate's degree in accounting or a closely related field.
• Experience in government accounts payable and accounting practices.
• Any equivalent combination of experience, education, and training which provides the knowledge, skills, and abilities necessary to perform the work.

Licenses, Certifications, and Other Requirements:

• Successful completion of a pre-employment background check, drug testing, and credit check.