HomeMy WebLinkAboutSenior Accounts Clerk - AccountingUpdated: March 2024
CITY OF IOWA CITY – JOB DESCRIPTION
Posi�on Title: Senior Accounts Clerk – Accoun�ng
Department: Finance
Division: Accoun�ng
Supervisor: Assistant Finance Director
FLSA: Non-Exempt
Civil Service: Yes
Pay Grade: 8
Job Number: 0812
Job Summary
Under limited direc�on, coordinates and performs all accounts payable ac�vi�es, except data
entry, including the review of all department expenditure requests for proper account coding,
documenta�on, authoriza�on. Under limited direc�on, performs accounts receivable and
employee reimbursement du�es for entry in the accoun�ng system. Provides technical support
to departments, division and vendors.
Essen�al Job Du�es and Responsibili�es
The following duties are normal for this position. These are not to be construed as exclusive
or all-inclusive. Other duties may be required and assigned.
• Coordinates and performs accounts payable ac�vi�es for the City; reviews all City
expenditure requests for proper documenta�on, use of approved vendors, proper
account coding and proper management approval, prepares batches for processing.
• Receives and priori�zes vendor invoices and statements; reconciles invoices to purchase
documents and vendor statements; distributes invoices to divisions as needed; analyzes
and resolves discrepancies of vendor account balances, as necessary; maintains posi�ve
rela�onships with vendors.
• Reviews purchase requisi�ons for accuracy, proper authoriza�on and account coding;
corresponds with departments regarding purchase order ques�ons and adjusts orders,
as appropriate.
• Processes payments of purchase orders.
• Maintains gas and electric accounts, reviews gas and electric invoices for all City
departments and prepares batches for payment.
• Prints invoices and monthly statements for customers.
• Maintains customer file; adds new customers and updates exis�ng customers as needed.
• Performs and reconciles employee travel processing, reviews travel authoriza�ons for
appropriate documenta�on and prepares advances as needed, no�fies personnel of
travel payment.
• Performs employee expense reimbursements.
• Reconciles procurement card usage; no�fies users of current charges; collects
documenta�on; reviews charges for proper account coding and manager approval.
Updated: March 2024
• Maintains and updates current vendors in database and enters new vendor informa�on;
gathers and enters vendor taxpayer iden�fica�on numbers into the accounts payable
system, prints and reconciles year-end 1099 tax repor�ng; generates and submits federal
tax magne�c tapes and forms.
• Scans Vendor W -9 forms and Vendor ACH forms into the accoun�ng system.
• Distributes W-9 forms and Sales Tax Exemp�on Cer�ficates to City vendors and
customers as needed.
• Generates check requests and ini�ates monthly and quarterly recurring payments.
• Gathers, sorts and distributes internal and external mail.
• Provides technical support to departments and vendors concerning accounts payable
policies and procedure changes.
• Receives cross training as backup in other accoun�ng func�ons and trains co-workers as
backup in these job du�es.
• Conducts self in a manner which promotes and supports diversity and inclusivity in the
workplace and community.
• Performs all other related du�es as assigned.
Minimum Education, Experience, Certification/Licensure, Other
• High school diploma or G.E.D. and one year of related experience or training; or
equivalent combina�on of educa�on and experience. Experience in accounts payable.
• Must pass criminal background check.
Preferred Education, Experience, Certification/Licensure, Other
• Associate’s degree from an accredited educa�onal ins�tu�on; or two years of related
experience and/or equivalent combina�on of educa�on and experience.
Knowledge, Skills, and Abili�es
• Ability to apply common sense understanding to carry out instructions furnished in
written, oral, or diagram form.
• Ability to compose correspondence and prepare various writen and computer
generated reports.
• Ability to deal with problems involving several concrete variables in standardized
situations.
• Ability to make independent judgement and meet required �me deadlines.
• Ability to operate standard office equipment.
• Ability to perform mathema�cal calcula�ons, ability to add, subtract, multiply, and
divide in all units of measure, using whole numbers, common fractions, and decimals,
ability to compute rate, ratio, and percent.
• Ability to read and understand technical materials, procedure manuals, and to record
work ac�vi�es or keep records.
• Ability to reliably and predictably carry out du�es.
• Ability to speak effectively before groups of customers or employees of organization.
• Knowledge of general accoun�ng methods, forms, techniques, and terminology.
Updated: March 2024
• Skill in using computers and applicable so�ware applica�ons (Microso� Office – Word,
Excel, Outlook) and financial management so�ware and mainframe computer
opera�ons.
• Skill in verifying the accuracy of source documents and performing simple pos�ng
du�es.
Supervision
No supervision of direct reports.
Physical Demands
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential duties and responsibilities of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential duties and responsibilities.
While performing the duties of this job, the employee is regularly required to talk or hear. The
employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands
and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or
crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision
abilities required by this job include close vision, distance vision, color vision, depth perception
and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee
encounters while performing the essential duties and responsibilities of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
duties and responsibilities.
The noise level in the work environment is usually moderate. Duties are generally performed in
an office setting with a controlled environment. The job requires sitting for extended periods of
time and the work may expose the employee to unpleasant social situations and significant
work pace pressure.
Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities
Act as Amended, the City will provide reasonable accommodations to qualified individuals with
disabilities and encourages both prospective and current employees to discuss potential
accommodations with the employer.
Reviewed/Approved by: Nicole Davies, Finance Director (4/2024)
Updated: March 2024
I have read and understand the duties and requirements of this job description, and I
agree that I can perform the duties of this position with or without reasonable
accommodation.
Employee Date
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