Accounts Payable Clerk - Public Works Job Garden City area,Kansas USA,Administrative/Clerical

Description

POSITION SUMMARY

Under the supervision of the Office Supervisor, the A/P Clerk-PW is a non-exempt position under FLSA. The primary responsibilities of this position include processing vouchers for payment; performing daily bookkeeping; and providing administrative support for the Public Works Department. This position manages accounts payable, accounts receivable and office supplies/equipment for the department.

ESSENTIAL FUNCTIONS (required)

Performs accounts payable operations, including:

a) reviews packing slips and tickets to ensure goods have been received and billed properly;
b) codes and processes payment vouchers and purchase orders exceeding $15 million annually;
c) balances monthly vendor statements for Public Works and corresponding departments.
d) maintains positive relations with vendors; and
e) generates reports as needed;

Performs accounts receivable operations, including creating invoices; making deposits; reconciling monthly statements; and generating reports as needed;

Performs regular bookkeeping activities, including:

a) Reconciles general ledger reports for numerous funds and departments;
b) enters journal entries and departmental transfers; and
c) assists with updating monthly budget spreadsheets;

Enters and reconciles Gross Wages to payroll reports bi-weekly;

Reconciles monthly credit card statements and performs purchase coding online;

Maintains petty cash fund;

Manages travel expenses, including employee reimbursements for mileage, meals and accommodations;

Manages employee allowances and processes reimbursement requests for safety clothing and safety glasses;

Processes quarterly state sales tax reports and payments for pipe sales and road improvements;

Maintains the departmental inventory database and manages annual inventory process;

Prepares billing and tracks fuel usage from Monthly reports for departmental fuel usage;

Maintains equipment records, including insurance and registration;

Provides administrative support for all divisions of Public Works;

Assists the public with locating archived survey records, construction plans, Environmental Health files;

Ensures positive relations with public and staff. Responds to routine inquiries from telephone callers and visitors;

Communicates with Administration for updating consumer reports for BTSE/TBRCK and sends water reports to web browser manager with annual updates;

Manages office supplies and equipment maintenance;

Monitors retention records schedule and manages rebates/rewards programs;

Regular and predictable attendance required;

Must have and maintain a valid driver’s license.

MARGINAL FUNCTIONS

Sorts and delivers mail, which regularly requires driving;

Performs routine secretarial duties such as data entry, refunds, mailing, filings, etc.;

Provides backup to County Sanitarian to process Transfer Station deposit as needed;

Provides backup to Office Assistant. Cross-trains on entering rock tickets, landfill tickets entrance applications, Sunflower Room rentals, road closures, service requests, and timecards;

Provides assistance and backup for Office Supervisor;

Track propane usage and annual contract purchasing;

Performs other duties deemed necessary or assigned.

REQUIREMENTS EDUCATION/TRAINING/EXPERIENCE

A high school diploma, GED, or equivalent is required. Two years of college level course work in basic accounting, office management and clerical work is desired. Education may be supplemented by two years of job related experience or any equivalent combination of training and experience which provides the required knowledge, skill and ability.

Two to three years of similar or related experience is required. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well within six…