Accounts Payable Clerk

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This is an internal and external recruitment.

Expected Starting Rate: $58,195

This position is responsible for performing advanced clerical and accounting support duties with a primary focus on accounts payable operations. Responsibilities include processing, verifying, and reconciling financial transactions; preparing vendor payments; maintaining accurate records; and supporting month-end, year-end, and audit-related activities. The Accounts Payable Clerk ensures timely, accurate, and compliant processing in accordance with City policies, procedures, and internal controls. This role requires a strong attention to detail, sound judgment, and the ability to communicate effectively and professionally with vendors, staff, and other stakeholders.

Works under the supervision of the Assistant Director of Finance or their designee.

• Responsibilities include, but are not limited to, performing a variety of clerical functions within the Finance Department, with a primary focus on accounts payable duties. Core responsibilities include vendor invoice processing, payment issuance, financial recordkeeping, and audit support, all in accordance with established City policies and procedures.
• Provide customer service in a professional and courteous manner in person, by phone, and via written correspondence. Communicate payment information clearly and accurately, address vendor inquiries, resolve discrepancies, and elevate complex issues to the supervisor when necessary.
• Establish new vendor accounts and assign vendor numbers in the financial system; ensure accuracy, completeness, and timely maintenance of vendor information in compliance with City policies and IRS guidelines. Maintain up-to-date W-9 forms and organize vendor records to support quarterly, semi-annual, and year-end reporting, including 1099 compliance and audit readiness.
• Review, verify, and process vendor invoices, ensuring accurate coding, complete supporting documentation, and required departmental approvals. Ensure accuracy and completeness of all entries, monitor for potential duplicate payments, and research and resolve discrepancies as needed.
• Prepare and issue timely payments to vendors via checks and ACH, ensuring accuracy and adherence to internal procedures.
• Maintain organized and accurate records of invoices, payments, and vendor files to support timely processing and audit readiness. Reconcile vendor statements and collaborate with departments to resolve outstanding invoices or billing discrepancies.
• Prepare disbursement journals, check registers, and other financial reports to support internal and external reporting needs. Accurately prepare the warrant register on a biweekly basis for City Council approval.
• Monitor and reconcile purchase orders; ensure proper management and adherence to the current budget, along with accurate processing of encumbrances in the financial system.
• Reconcile the City’s corporate credit card transactions; ensure all purchases are supported, coded, and approved in accordance with City policies.
• Maintain detailed reconciliations of recurring special expenses such as water purchases, electricity, and phone accounts, ensuring all charges are accurate, properly coded, and allocated. Track and reconcile credits, including gas and credit card rebates, and ensure timely recording and correct application to appropriate accounts.
• Exercise strong research skills when processing refunds to ensure accuracy and prevent incorrect or improper refund issuance.
• Provide support for accounts payable during month-end closing activities and contribute to the preparation of quarterly, annual, and ad hoc financial reports.
• Monitor stale-dated checks and prepare necessary documentation in accordance with State of Illinois unclaimed property reporting requirements.
• Prepare audit schedules and assist with the annual audit as it relates to accounts payable, including maintaining capital asset schedules…