Accounts Payable Clerk

JOB SUMMARY:

The Accounts Payable Clerk is responsible for accurately processing, recording, and reconciling accounts payable transactions in compliance with City policies and procedures. This role requires meticulous attention to detail, strong organizational skills, and the ability to work effectively within a dynamic municipal environment.

ILLUSTRATIVE TASKS:

• Receive and review invoices from vendors for accuracy, completeness, and compliance with municipal policies.
• Code invoices with appropriate account codes and ensure proper authorization prior to processing payment.
• Input invoice data into the accounting system accurately and promptly.
• Prepare and process payments by check, electronic funds transfer (EFT), or other approved methods in accordance with payment terms and schedules.
• Reconcile vendor statements and resolve any discrepancies or outstanding issues in a timely manner.
• Maintain accurate records of all payments made and ensure proper documentation for audit purposes.
• Communicate with vendors regarding invoice inquiries, discrepancies, and payment-related matters in a professional and courteous manner.
• Establish and maintain positive relationships with vendors to facilitate smooth payment processes and resolve issues efficiently.
• Assist in the preparation of accounts payable reports and analysis as required.
• Provide support for month-end and year-end close processes, including accruals and reconciliations related to accounts payable.
• Ensure compliance with municipal procurement policies, accounting standards, and regulatory requirements.
• Contribute to the maintenance and enhancement of internal controls related to accounts payable processes to safeguard municipal assets and minimize risks of errors or fraud.
• Perform any and all other duties/responsibilities/tasks as assigned.
• Actively participate in all City of Sweetwater government-sponsored community events and any emergency management duties in the event of a natural disaster.

KNOWLEDGE, ABILITIES AND SKILLS:

• Familiarity with accounting principles such as debits, credits, accruals, and reconciliations.
• Familiarity with account software systems such as QuickBooks, SAP, Oracle, or Tyler Technologies.
• Knowledge of relevant accounts payable processes, tax regulations, and procurement policies. 
• Strong mathematical skills for accurate calculations, including addition, subtraction, multiplication, and division.
• Understanding of proper documentation practices to maintain accurate records.
• Proficiency in Microsoft Office, especially Microsoft Excel.

MINIMUM REQUIREMENTS:

• High school diploma or equivalent.
• At least 1 year of working in accounts payable or bookkeeping, preferably in a municipal government setting. 
• Proficiency in Microsoft Office (Outlook and Excel) required.
• Proficiency in Tyler Technologies, or other finance systems preferred.
• Proficiency in English is required.  Spanish is a plus.
• An equivalent combination of education and experience will be taken into consideration.

PHYSICAL DEMANDS & WORK ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those a teammate encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Stand, sit, talk, hear, reach, stoop, kneel, moderate lifting, and use hands and fingers to operate a computer, telephone, and keyboard.
• Specific vision abilities include close vision requirements due to computer work.
• Hearing and speech ability to communicate effectively.
• Moderate noise (business office with computers, phone, printers, and light traffic).
• Ability to sit for prolonged periods and work in a confined area while performing computer-based tasks.
• Adaptability to changing work priorities and occasional overtime if needed to meet project deadlines and City operational needs.