Accounts Payable Clerk; opens tab

Position: Accounts Payable Clerk (opens in new tab)

JOB TITLE:

Accounts Payable Clerk
DEPARTMENT:
Finance
FLSA STATUS:
Non-Exempt

REPORTS TO:

City Manager or Designee
SUPERVISES:
None
EMPLOYMENT STATUS:
Full-Time

I. POSITION SUMMARY

Under general supervision, performs accounting, bookkeeping, and administrative duties related to the City's accounts payable operations. Responsibilities include receiving, reviewing, coding, processing, and maintaining invoices and payment records; verifying supporting documentation and authorization; preparing vendor payments; reconciling accounts; and assisting with the maintenance of accurate financial records.

The Accounts Payable Clerk ensures that financial transactions are processed in accordance with established City policies, purchasing procedures, budgetary controls, internal controls, and applicable federal and Texas laws and regulations. The position requires accuracy, organization, confidentiality, and accountability in the handling of public funds.

II.

ESSENTIAL DUTIES AND RESPONSIBILITIES

A. Accounts Payable Processing

• Receives, reviews, verifies, and processes vendor invoices, statements, purchase orders, contracts, and other requests for payment.
• Reviews invoices for accuracy, completeness, mathematical correctness, proper authorization, and adequate supporting documentation.
• Enters invoices into the City's accounting system and assigns appropriate general ledger, fund, department, and expenditure account codes.
• Verifies invoice amounts against purchase orders, receiving documentation, contracts, and approved payment requests, as applicable.
• Prepares payment batches, checks, electronic payments, and other authorized disbursement documents in accordance with City procedures.
• Identifies duplicate invoices, discrepancies, missing documentation, and unauthorized charges and obtains corrections or approvals before processing.
• Ensures invoices are processed according to established payment schedules and applicable payment terms.

B. Vendor Relations and Account Reconciliation

• Responds to inquiries from vendors, contractors, service providers, and City departments regarding invoices and payment status.
• Reviews vendor statements and reconciles outstanding balances, credits, and payment discrepancies.
• Contacts vendors and departmental personnel to resolve discrepancies and obtain missing invoices or supporting documentation.
• Maintains accurate vendor records and supporting documentation in accordance with established procedures.
• Coordinates vendor information changes through appropriate verification and approval procedures.

C. Municipal Accounting and Financial Records

• Ensures accounts payable transactions are assigned to the appropriate fund, department, account, and project.
• Reviews expenditure documentation for compliance with established City purchasing procedures, approval requirements, and budgetary controls.
• Maintains accurate accounts payable registers, payment histories, invoice files, and related accounting records.
• Prepares accounts payable reports, payment registers, outstanding invoice listings, and other financial reports as requested.
• Assists with reconciling accounts payable records to the general ledger and researching discrepancies.
• Maintains organized electronic and physical records in accordance with City procedures and applicable records retention requirements.

D. Budgetary Controls and Internal Controls

• Verifies that payment requests have the required approvals and supporting documentation before processing.
• Refers questions regarding account coding, funding availability, purchasing compliance, or payment authorization to the appropriate supervisor.
• Follows established procedures for the review, preparation, and release of vendor payments.
• Maintains appropriate separation of duties and follows internal…