Payables Lead

About the position

The purpose of this classification is to provide purchasing, administrative, and operational support to assigned department, and to supervise the work of clerical staff relating to payables and purchasing.

Responsibilities

• Review and approve all invoices to ascertain accuracy, proper accounting, and conformity with quotes and expense classification.
• Maintain contact information of supply sources that includes catalogs, price lists, and related information.
• Prepare or complete various forms (W-9), reports, correspondence, bid specifications, bid schedule, or other documents as needed.
• Provide information and assistance to departments regarding purchasing issues.
• Enter new vendors and their payment information to the software system.
• Provide training to new employees on the purchasing process, procedures, and software.
• Stay current with and operate a computer with software required to perform essential functions of the position.
• Maintain a detailed record of all City credit cards including correspondence with the issuing bank.
• Monthly reconciliation and payment of City credit cards.
• Create and maintain spreadsheets and databases; enter and retrieve information; and gather, report and/or forward information upon request.
• Oversee the fixed asset physical inventory count as needed.
• May move funds as needed between bank accounts for AP/payroll as directed.
• Assist with year-end tax forms for the City.
• Work with new employees on the payroll payment process.
• Collect data for payroll preparations; audit payroll forms, logs and update data as appropriate.
• Review payroll hours for the finance department and all other city departments.
• Assist the Accounting Manager with any additional payables activities as needed.
• Assist the Asst. Finance Director with procurement related to purchasing activities of the City as needed.
• Communicate with vendors regarding purchases and/or invoices; review purchase requests and invoices.
• Type correspondence, letters, schedules, files, and other documentation.
• Prepare or process a variety of forms, training applications, invoices, citations, lists, dispositions, reports, logs, budget folders, claim vouchers, purchase orders, or related materials.
• Review, correct, and forward all reports, code complaints, and violation letters prepared by clerical staff.
• Review the City-provided and optional insurance statements during the normal invoice review process.
• Prepare a variety of administrative and/or operational reports.
• Collect, distribute, audit, and process payroll vouchers; audit payroll totals and transmit payroll for approval.
• Maintain petty cash; perform a variety of purchasing tasks such as preparing bid forms, placing media ads, assembling bid packets, recording bids, attending bid openings.
• Initiate work orders.
• Perform a variety of general office duties, such as filing, typing, faxing, and performing data entry tasks.
• Transcribe interviews, confessions, witness statements, and investigators' narrative.
• Oversee the work of payables and purchasing staff.
• Maintain regular and predictable in-person attendance during regular business hours.

Requirements

• Associate's degree or Bachelor's degree in business administration, accounting, purchasing, or closely related field.
• Vocational/technical degree with training emphasis in accounting, office management skills, and computer skills required.
• Three (3) years previous experience and/or training that includes purchasing, office management, accounting, and computer skills required.
• May be required to obtain and maintain a certified Notary Public.

Benefits

• Must undergo and successfully complete drug test and alcohol screening prior to employment.
• Undergo and successfully complete future drug test and/or alcohol screening pursuant to the City's Drug and Alcohol policy.