Payables Lead

CLASSIFICATION

TITLE:

PAYABLES LEAD

The Payables Lead serves as lead worker for accounts payable operations, coordinating and overseeing the processing of City-wide invoices, vendor maintenance, credit card administration, fixed asset tracking, and payroll review functions while providing guidance and support to accounting staff to ensure compliance, accuracy, and efficient financial operations.

• Oversee and administer the City's accounts payable function, ensuring all invoices are processed timely, accurately, and in compliance with City policies, procedures, budgetary requirements, and generally accepted accounting principles (GAAP).
• Review, verify, and approve accounts payable transactions to ensure proper account coding, supporting documentation, authorization, and compliance with purchasing policies.
• Monitor invoice processing workflows and resolve discrepancies with departments and vendors.
• Establish and maintain vendor records within the financial management system, which includes any new vendors and updating vendor payment information as needed from check to ACHs.
• Review vendor setup documentation to ensure compliance with IRS requirements, City policies, and internal control standards.
• Maintain accurate vendor files and supporting documentation within the financial management system.
• Prepare or complete various forms (W-9), reports, correspondence, or other documents as needed.
• Provides training to new employees on the purchasing process, procedures, and software. Provides direction, technical assistance and guidance as needed.
• Maintains a detail record of all City credit cards (US Bank, Shell, Walmart, Lowe’s, etc.) including correspondence with the issuing bank.
• Perform monthly reconciliations of all City credit card statements, ensuring expenditures are properly documented, approved, and recorded in the appropriate accounting period.
• Creates and maintains spreadsheets and databases; enters and retrieves information; and gathers, reports and/or forwards information upon request. This could include maintaining the City’s fixed asset schedule and supporting documentation.
• Maintain accurate records of capital assets, including acquisitions, disposals, transfers, and depreciation schedules.
• Oversees the fixed asset physical inventory count as needed.
• May move funds as needed between bank accounts for AP/payroll as directed.
• Reviews payroll hours for the finance department and all other City departments for completeness, accuracy, and compliance with payroll policies. Assists payroll personnel within each department with timekeeping questions as needed.
• Assists with year-end tax forms for the City. This may include making sure we have the proper forms, reviewing W-2s to be uploaded to IRS for filing, reviewing and/or uploading 1095C.
• Works with new employees on the payroll payment process.
• Assists the Accounting Manager with any additional payables activities as needed.
• Ensure adherence to applicable federal, state, and local regulations affecting accounts payable, payroll, and financial reporting activities.
• Supervise, train, assign work, and provide daily direction to two Accounting Specialists responsible for accounts payable and related financial processes.
• Review staff work for accuracy, completeness, and compliance with established internal controls and departmental procedures.
• Prepares a variety of administrative and/or operational reports.
• Performs a variety of general office duties, such as filing, typing, faxing, and performing data entry tasks.
• Stays current with and operate a computer with software required to perform essential functions of the position.
• Maintains regular and predictable in…