Accounting Clerk – Payables

Under the general supervision of the Finance Director, this position will operate as the primary front desk service representative for Ranson City Hall, as well as the payables processor. This position is responsible for maintaining front desk coverage during regular business hours at City Hall, while also assisting customers with receipt transactions. Additionally, this position will be administering the accounts payable functions and associated task flow of vendor remittance.

As a member of the Finance Department, performing a wide variety of clerical and accounting work is expected to support the general financial duties of the City and provide exceptional customer service to the general public.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The listing below is comprehensive, though the duties and responsibilities are not limited to the following.

• Provide a consistent, professional and friendly presence at the first-floor front desk in order to assist City Hall traffic.
• Answer and direct incoming City Hall call volume to the appropriate department for prompt response to the individual’s inquiry.
• Maintain a clean and organized space at the front desk finance location.
• Assist in directing customers to solutions for their inquiries, and routing traffic to the appropriate department/employee.
• Administer the cashier function by processing payments for city fees and other revenue sources in the ERP software. This includes mail in payments, payments submitted in person by citizens, and online payments associated with building permitting.
• Maintain and reconcile cash drawer daily.
• Reconcile daily cash collections reporting in order to submit funds collected for bank deposits. As part of the reconciliation, receipt transactions should be reviewed closely for accuracy, and tender listing analyzed to ensure fund deposit records are correct.
• Ensure that receipts are posted correctly and filed with the appropriate department for their record keeping.
• Assist in transporting the daily deposit(s) as needed to the appropriate bank and creating copies of documentation to accompany the deposit receipt.
• Provide requested reporting on receipting records and collections trends.
• Support the licensing administrator in the general functions associated with business license issuance and tax period filings. This includes data entry tasks, preparing quarterly tax and annual renewal mailings to account holders, assisting with customer inquiries, and filing/records management.

• Operate as primary contact for all payable and vendor inquiries from organizations doing business with the City of Ranson. This includes phone, mail, email, and in person inquiries.
• Ensure consistent and accurate general ledger expense postings as accounted for in the City’s annual budgets. Coordinate with departmental directors to confirm validity of vendor billings and budget line authorization.
• Process approved invoices and payment requests for remittance by preparing purchase orders for disbursements and/or vouchers for director approval.
• Facilitate approved payable check issuance and signature process, then completes remittance submission once check is finalized for vendor.
• Maintain detailed and organized purchasing vendor files, including completed payee W-9 records, void check registers, executed purchase orders with associated vendor billings, and payable related communications from payees. Provides payment records and remittance status updates upon internal/external request.
• Research vendor billing discrepancies and outstanding payment claims made against the City for prompt resolution.
• Facilitate the monthly City purchase card statement reconciliation and transaction expense postings. This includes staff statement distribution, verification of receipts, reviewing employee purchase card logs, expense data entry, and notifying departments of incomplete record submissions.
• Primary point of contact for City Hall petty cash disbursement requests and required reporting/reconciliation of balance activity.
• Support the annual 1099 tax form preparation and distribution process.

• Minimum Experience
  
  Qualification:
  
  One (1) year of responsible related experience.
• Preferred…