AP & Payroll Clerk

Overview

This position manages the accounts payable and payroll functions of the finance department under the supervision of the Finance Director. Primary responsibilities include collecting and processing invoices, making vendor payments, preparing purchase orders, reviewing and authorizing travel expenditures, processing city-wide payroll, uploading payroll vendor contributions, reviewing/reconciling invoices from insurance vendors, managing city purchasing cards, and providing support to the Finance Director.

Ensures the various administrative functions associated with the department are run efficiently and effectively with a high level of accuracy.

• Serves as the accounts payable liaison for the various city departments. Enters all invoices into the city’s financial system (Tyler Incode), while ensuring accurate payments are made to vendors. Keeps vendor information up to date.
• Reviews transactions to ensure the accuracy of all payables for compliance with city policies and procedures and reporting issues to management. Ensure all invoices are coded properly, in the adopted budget, and approved by all required levels in accordance with city polices.
• Ensures the accuracy of all assigned purchasing card transactions by coding and reviewing transactions for compliance with City policies and procedures and reporting issues to management.
• Maintains detailed financial records and properly document accounts payable processes, such as invoice payments, for the purposes of the annual audit.
• Provides courteous customer services and maintains relationships with vendors, specifically with suppliers, utilities, and insurance providers.
• Acts as the subject matter expert in the operation of the financial information system for both accounts payable and payroll for all internal staff.
• Develops and maintains a clear understanding of all aspects of payroll, including FLSA guidelines, payroll taxes, benefit plan rules, etc.
• Reviews digital timesheets and payroll changes in order to process bi-weekly payroll using an in-house payroll system (Tyler ERP Pro 10).
• Processes the bi-weekly payroll vendor payments such as retirement plans, child support payments, HSA/FSA contributions, union dues, etc.
• Processes the monthly payroll vendor payments to insurance providers. Ensures the accuracy of the invoices by reconciling them against employee payroll deductions.
• Processes the monthly retirement contributions for the City’s defined benefit pension plan. Ensures employees are added or removed from the plan accurately.
• Enters journal entries into the financial software as prepared by the Finance Director.
• Ensures accounts payable and payroll processes conform to City policies and procedures as well as all state and federal laws and regulations.
• Process and reconciles 1099’s and W-2’s and other necessary year-end reports for payroll and AP. Maintains compliance with IRS guidelines.
• Assists the director in the preparation of annual audit documents and the annual financial report.
• Manages inquiries/calls into the department and provides resolution. Researches data and collects and analyzes information upon request.
• Scans and files invoices and all other relevant documents and records in a timely fashion and maintains a high degree of organization at all times.
• Effectively manage confidential information, and ensure that such information is communicated and/or maintained in an appropriate and professional manner at all times.
• Performs any other related tasks or duties as assigned.

Education and Experience Guidelines – Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• High school graduate or equivalent required. An Associate’s or Bachelor’s degree in accounting or finance is preferred.
• At least 2 years of experience performing accounts payable and payroll duties is required, with experience in government payroll or accounts payable preferred.
• A Certified Payroll Professional certificate is also preferred or able to attain within 3 years of hire.
• Must complete…