Accounting Assistant: Accounts Payable/Accounts Receivable

The Accounts Payable / Accounts Receivable Specialist is responsible for the accurate and timely processing of the Library’s accounts payable and accounts receivable functions in accordance with applicable Ohio Revised Code requirements, governmental accounting principles, cash-basis accounting practices, and Library policies and procedures. This position plays an important role in maintaining accurate financial records, ensuring vendors are paid timely and appropriately, processing daily receipts and deposits, and supporting a well-organized and compliant financial operation.

This position is ideal for a detail-oriented accounting professional who enjoys working independently in a small office environment, takes ownership of the accounts payable process, and is motivated to improve efficiency through paperless processes, accurate electronic records, and strong internal controls.

Essential Duties and Responsibilities

• Process accounts payable transactions accurately, efficiently, and in a timely manner, including reviewing invoices, supporting documentation, requisitions, purchase orders, and approvals prior to payment.
• Ensure purchases and payments comply with the Ohio Revised Code, governmental accounting requirements, cash-basis accounting practices, Library policies, and established purchasing procedures.
• Enter and manage requisitions and purchase orders, ensuring appropriate documentation and required quotes are obtained and retained to support purchases.
• Carefully inspect all invoices prior to payment to verify accuracy, proper authorization, supporting documentation, correct vendor information, and appropriate account coding.
• Ensure the Library does not pay sales tax on eligible purchases and resolve discrepancies with vendors when necessary.
• Monitor outstanding invoices and accounts payable to ensure obligations are properly recorded and paid within required or established timeframes.
• Maintain accurate vendor records and assist with vendor communications, payment questions, account discrepancies, and year-end 1099 preparation and reporting.
• Process accounts receivable, including recording receipts and preparing documentation for multiple daily deposits.
• Maintain organized and accurate financial records and supporting documentation in accordance with applicable retention requirements.
• Assist with reconciliations and other accounting duties as assigned.
• Support the transition and continued development of a paperless accounts payable system, including electronic invoice documentation, approvals, filing, and record retention.
• Identify opportunities to improve accounting procedures, efficiency, accuracy, and internal controls while maintaining compliance with applicable requirements.
• Cross-train in payroll processing and provide payroll coverage during staff vacations and other absences.
• Maintain confidentiality of financial and employee information.
• Perform other related duties as assigned.

• Demonstrated experience in accounts payable, preferably in a governmental, public-sector, nonprofit, or similar environment.
• Working knowledge of Ohio Revised Code requirements applicable to public entities, governmental accounting, and cash-basis accounting.
• Strong understanding of purchase orders, requisitions, purchasing documentation, vendor management, and invoice processing.
• Exceptional attention to detail and ability to identify errors or missing documentation before payments are issued.
• Strong organizational skills and ability to manage multiple invoices, deadlines, vendors, and financial records.
• Proficiency with accounting software, Microsoft Office, and electronic document management systems; willingness and ability to learn new technology.
• Ability to work independently and exercise sound judgment while following established policies and procedures.
• Strong communication and problem-solving skills when working with vendors, staff, and the public.
• Commitment to accuracy, timely payments, compliance, confidentiality, and continuous process improvement.
• Payroll experience is desirable; willingness to cross-train in payroll is required.

Work Environment

This is a hands-on accounting position in a small public library office where accuracy, dependability, teamwork, and initiative are essential. The successful candidate will be comfortable taking ownership of day-to-day accounts payable and accounts receivable responsibilities while working collaboratively with other Library staff and supporting the overall financial operations of the Library.