ACCOUNTS PAYABLE/PURCHASING CLERK JOB DESCRIPTION

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1 JOB DESCRIPTION Employee performs responsible work involving the application of bookkeeping principles which require independent judgment and initiative. Employee also follows standard accounting procedures by verifying payable information, posting to appropriate financial accounts set up by the city auditor, and insures timely payments are made electronically or manually. Employee is responsible for posting purchase orders to appropriate accounts. This employee performs accounting related clerical duties including typing and filing. Employee is also responsible for reconciling the City s General Fund Bank Account. WORK PERFORMED The following list may not include all tasks which may be assigned to this position: The employee is familiar with various funds and the chart of accounts set up by the City auditor. Work with department heads concerning purchases for each department. Monitor departmental purchases. Issues purchase orders for Administrative Departments and Library. Receives and breaks down purchase orders for each department. Puts appropriate vendor numbers and account numbers on each purchase order before entering them into the Accounts Payable System. Runs Purchase Order Report, when necessary, to verify outstanding purchase orders. Receives and breaks down all City invoices according to policies set up by the City s auditor and bookkeeping system.

2 PAGE 2 Process and pays all City invoices and ensures that all invoices are coded and processed for payment to the vendor within a timely manner. Responsible for maintaining accurate and neat vendor files on all city invoices paid. Reconciles statements with invoices and purchase orders to insure we are charged correctly. Responsible for contacting vendors for missing or incorrect invoices. Communicate with departmental personnel concerning incorrect invoices. Communicate with departmental personnel and department heads to insure purchase orders are issued for each invoice. Responsible for generating 1099 s for vendors and acquiring W-9 s from vendors who will be issued a Obtain Certificates of Liability on vendors who perform work for the City. Responsible for refunding Occupation Tax and License Fees when requested by the Revenue Department. Responsible for logging accounts payable check amounts in General Fund Checkbook. Responsible for logging deposits in General Fund Checkbook and maintaining correct balance. Prepares checks for payments on various other city bank accounts, such as Gasoline Tax, Fire Tax, etc. Works with auditor during audit period and answers questions pertaining to accounts payable. Pulls invoices and contracts for auditor when necessary. Also provide Council Meeting Minutes for auditor when needed.

3 PAGE 3 Buys Office Supplies for various departments and distributes them to the proper departments. Keeps Supply Room stocked with various supplies such as copy paper, pencils, pens, envelopes, staples, printer cartridges, note pads, staples, and various other supplies. Responsible for giving packet name to City Bookkeeper so that Accounts Payable can be properly brought across to the General Ledger. Responsible for calling in Federal Tax Deposit when Bookkeeper is out of the office. Responsible for generating a City Inventory List and getting updates from various departments when new equipment is purchased. Responsible for Postage Machine & Meter. Writes check and refills postage meter when necessary. Orders postage labels. Contacts the appropriate company when postage rates change. Place service calls when necessary. Places service calls on copier machine when necessary. Proofs cell phone bill for overages and unnecessary charges made by employees and bills employees for charges. Prepares monthly bank account summary for mayor, on the General Fund, showing deposits, expenditures and month end bank balance. Maintains files for major projects, purchases and repairs, such as street paving projects, new equipment, Community Development projects, etc. Responsible for reimbursing employees for travel/school expense and see that proper paper work is turned. Responsible for payments on various contracts and check for necessary approval before preparing and releasing payments.

4 PAGE 4 Fills out and mails W-9 s for the City when request is made. Fills out Credit Applications for the City when necessary for purchase of equipment and supplies. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES Knowledge of the City s bookkeeping principles pertaining to Accounts Payable and Purchasing. Knowledge of governmental accounting procedures. Ability to plan and organize work and carry it through to completion. Knowledge of City rules, regulations, policies and procedures. Skill to operate various office machines, including typewriters, calculators, copy machines, fax machines, computers, etc. Ability to process large volumes of invoices with minimum errors. Communicate effectively with mayor, council, vendors, general public and co-workers. Knowledge of modern office methods and procedures.

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