Accounting Clerk - Payables

Position Summary:

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.

Essential Duties and Tasks:

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.

Customer Service Function

• 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.

Accounts Payable Function

• 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 Qualifications:

Experience

• Minimum Experience Qualification: One (1) year of responsible related experience.
• Preferred Experience Qualification: Two (2) years of responsible experience working in a municipal government setting, with an emphasis in customer service and financial functions.

Education

• Minimum Education Qualifications: Graduation from a high school or GED equivalent.
• Preferred Education Qualifications: An associate’s degree with a concentration in business (accounting, business administration and/or operations, etc.). Preferred consideration will also be given to individuals who have completed certificate programs focused on business administration, bookkeeping, and professional office skillsets.
• A valid West Virginia driver’s license in good standing is required for ongoing employment.

Driver’s License

Must successfully pass pre-hire requirements including but not limited to a background check.

Knowledge, Skills, and Abilities:

The requirements listed below are representative of the knowledge, skills, and /or abilities required to perform the job successfully:

• Working knowledge of modern office practices and procedures, as well as computer literacy.
• Working knowledge of cash handling procedures and basic accounting practices.
• Ability to quickly make accurate arithmetic computations.
• Ability to work under pressure with extensive deadlines.
• Ability to work in a team setting that requires flexibility and active collaboration.
• Possesses intermediate data entry skills.
• Proven customer service ability and interpersonal skills.
• Ability to maintain records and prepare reporting on disbursements.
• Writing clearly and concisely relaying information, data, details, and opinions.
• Ability to plan and supervise one's own work.
• Proficient in Microsoft Word, Excel, and Outlook.
• Detailed oriented, firm decision-making capabilities, problem solving skills, self-starter, high energy, organized and have urgency to accomplish job on time.

Physical Requirements and Work Environment

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.
• The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Reporting Requirements:

Reports Directly To: Finance Director

Review Responsibility: Finance Director

This job description reflects management’s assignment of essential functions, and nothing herein restricts management’s right to assign or reassign duties and responsibilities to this job at any time.