AP​/Payroll Administrator

Benefits of Working for the City of Brooksville

• 20 days of PTO for the first year (unutilized hours roll over) and accrual increases with years of service
• 12 paid holidays and 2 floating holidays
• Florida Retirement System Pension and Investment Plan
• Employer paid health coverage
• Tuition reimbursement up to $5,250 a year!

The AP/Payroll Administrator performs advanced clerical and accounting duties involving the preparation and processing of accounts payable and payroll. Reporting to the Finance Director, this position ensures that vendors and suppliers are paid accurately and timely, and that staff compensation is processed in compliance with established procedures. Responsibilities include monitoring expenditures, maintaining financial records, reconciling accounts, and ensuring payroll accuracy. This position requires a high degree of accuracy, confidentiality, and efficiency to maintain up-to-date municipal finances.

It is primarily scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m., with additional hours as needed. This position is designated as essential personnel and will be required to work during emergency operations, including severe weather events and natural disasters. Employees must participate in emergency preparedness and response activities, and complete required NIMS (National Incident Management System) training as directed.

• Perform the day to day processing of accounts payable transactions to ensure that municipal finances are maintained in an effective, up to date and accurate manner.
• Receive and verify invoices and requisitions for goods and services.
• Reconciles processed work by verifying entries and comparing system reports to balances.
• Verify that transactions comply with financial policies and procedures.
• Pays vendors by monitoring discount opportunities; verifying federal ;
  Verifies vendor accounts by reconciling monthly statements and related transactions.
• Prepare and/or verify invoices for payment; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments.
• Process backup reports after data entry;
  Record checks and prepare for mailing.
• Maintain listing of accounts payable; maintain the general ledger.
• Maintain updated vendor files, file names, and W9s;
  Generate and administer 1099s.
• Complete payroll functions in order to ensure staff are paid in an accurate and timely manner.
• Verify paperwork for new employees and enter employee information into the payroll system.
• Process and/or verify forms such as W2s, W4s, insurance enrollment forms;
  Calculate salaries and benefits.
• Review time sheets, work charts, wage computation, and other information to detect and reconcile payroll discrepancies;
  Verify pay amounts, hours of work, deductions, etc.
• Issue and record adjustments to pay related to previous errors or retroactive increases.
• Prepare and/or verify and approve timesheets;
  Log in and distribute ACH files, distribute paycheck stubs when necessary.
• Prepare and remit source deductions and payroll tax. Record and/or verify employee information, such as exemptions, transfers, and resignations, to maintain and update payroll records.
• Provide administrative support in order to ensure effective and efficient office operations.
• Maintain a filing system for all financial documents;
  Ensure the confidentiality and security of all financial and employee files.
• Maintain or destroy records according to current records retention laws.
• Adhere to current unclaimed property reporting standards.
• Perform other related duties as required.
• Updates job knowledge by participating in educational opportunities.
• Perform other duties not specifically enumerated within the job functions listed above as may be required at the discretion of the Finance Director or City.

• Proficient knowledge of payroll and purchasing policies, procedures and practices; knowledge of accounting principles, accounts payable and maintaining general ledgers.
• Ability to maintain a high level of accuracy in preparing and entering financial and payroll information.
• Ability to maintain confidentiality concerning financial and employee files.
• Knowledge of computer software operations including proficiency in Microsoft Word and Excel.
• Knowledge of office terminology, equipment, practices and procedures.
• Ability to process a large volume of accounts payable/payroll rapidly and accurately.
• Use English as a primary language.
• Ability to understand and follow complex, oral and written instructions.
• Ability to prepare and maintain payroll and vendor and files.
• Ability to establish and maintain vendor relationships.
• Ability to identify errors and take corrective action.
• Ability to read computer printouts; ability to communicate effectively.
• Ability to perform duties with limited supervision.
• Ability to meet time sensitive deadlines.
• Knowledge of…