Accounts Payable Coordinator

Job Title

Performs advanced paraprofessional and technical work involving the timely and accurate processing of all non-payroll disbursements for the North Miami Police Department.

Under the supervision of the Police Budget Administrator, this position verifies and processes account payable, reviews travel reimbursement and employee expense reimbursements, assists with grant accounting and reporting activities, tracks procurement contracts, monitors contract expenditures to ensure payments remain within approved contract amounts, and assists with contract negotiations. This position will also support the development and monitoring of departmental budgets based on contract obligations, monthly billing trends, and payment activity.

DISTINGUISHING CHARACTERISTICS OF THE CLASS :

Employees in this class maintain accounting records involving varied but routine bookkeeping operations in collecting payments, posting, and balancing journals, ledgers and other records. This position will support Police Department financial operations, procurement compliance, grant tracking, and vendor payment monitoring while ensuring accurate accounting and reporting practices. Supervision is exercised through verification of financial records and statements and review through audits.

• Manages Accounts Payable functions within the Police Department, including processing invoices through purchase orders and direct payments;
• Processes vendor invoices, including purchase order and non-purchase order invoices, and employee expense reports;
• Ensures accurate entry of data into the financial system and ensures vendors are paid within required terms and applicable State Statutes;
• Tracks procurement contracts and monitors contract balances to ensure all invoices and payments remain within approved contract amounts;
• Assists with contract negotiations and provides financial tracking support related to procurement and vendor agreements;
• Assists with grant accounting, grant expenditure tracking, reimbursement requests, and grant financial reporting to ensure compliance with grant requirements;
  Supports the development and monitoring of the Police Department budget based on contractual obligations, recurring monthly expenditures, and payment trends;
• Reviews the payable selected installments report during the weekly disbursement process for accuracy and completeness;
• Maintains good internal controls by ensuring all invoices are properly authorized for payment;
  Reconciles Department credit card accounts and monthly statements to ensure accuracy, proper documentation, and compliance with City and Department financial policies;
• Reconciles encumbrance reports to the General Ledger and investigates and corrects discrepancies;
• Reviews invoices at fiscal year-end to ensure all liabilities are recorded in the appropriate fiscal year;
• Acts as liaison to other departments regarding procurement, grant, contract, and accounts payable related items;
• Creates and maintains efficient and effective policies and procedures pertaining to accounts payable and procurement tracking;
• Acts as back-up person for accounts payable general ledger functions and to the Police Budget Administrator;
• Performs related tasks as required.

Associate Degree or a minimum of 60 college credit hours in Accounting,

OR

High school diploma or GED, plus three (3) years full-time paid experience in accounts payable, bookkeeping, accounting, grant accounting, procurement tracking, or contract administration.

Valid Florida Driver's license.

• Knowledgeable in Accounts Payable and grant accounting processes;
• Knowledge of procurement procedures, contract monitoring, and budget development;
• Knowledge of credit card reconciliation procedures and financial account monitoring;
• Ability to analyze invoices, contracts, and expenditure trends for financial accuracy and compliance;
  Considerable knowledge of bookkeeping and accounting principles and practices;
  Accuracy and attention to detail;
• Computer skills to input and manage financial data;
• Ability to apply bookkeeping principles to the maintenance of complex fiscal and accounting records;
• Ability to make arithmetic computations and tabulations rapidly and accurately;
• Ability to understand and follow complex oral and written directions;
• Ability to maintain effective working relationships with employees, vendors, and the public;
  Ability to handle stress and manage multiple deadlines.