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Senior Accounts Clerk - AccountingCITY OF IOWA CITY – Job Description Job Class #08-12 FLSA Non-Exempt Civil Service Identification Position Title: Senior Accounts Clerk – Accounting Department: Finance Division: Accounting Supervisor: Assistant Finance Director Job Summary Under limited direction, coordinates and performs all accounts payable activities, except data entry, including the review of all department expenditure requests for proper account coding, documentation, authorization. Under limited direction, performs accounts receivable and employee reimbursement duties for entry in the accounting system. Provides technical support to departments, division and vendors. Essential Job Duties and Responsibilities Coordinates and performs accounts payable activities for the City; reviews all City expenditure requests for proper documentation, use of approved vendors, proper account coding and proper management approval. Receives and prioritizes 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 positive relationships with vendors. Reviews purchase requisitions for accuracy, proper authorization and account coding; corresponds with departments regarding purchase order questions and adjusts orders, as appropriate. Processes payments of purchase orders. Reviews gas and electric invoices for all City departments and prepares batches for payment. Maintains gas and electric account information and performs maintenance as needed for new and existing accounts. Performs accounts receivable functions; creates and prepares accounts receivable batches; inputs invoice requests into the accounting system for invoice creation. Prints invoices and monthly statements for customers. Maintains customer file; adds new customers and updates existing customers as needed. Performs employee travel processing, reviews travel authorizations for appropriate documentation and prepares advances as needed. Performs employee expense reimbursements. Job Class #08-12 Accounting Page 2 Updated 06/06/2022 Reconciles expenses upon return and reviews documentation and enters reimbursements into the accounting system. Notifies personnel of travel payment schedules and generates appropriate travel payments. Reconciles procurement card usage; notifies users of current charges; collects documentation; reviews charges for proper account coding and manager approval. Maintains and updates current vendors in database and enters new vendor information; gathers and enters vendor taxpayer identification numbers into the accounts payable system. prints and reconciles year-end 1099 tax reporting; generates and submits federal tax magnetic tapes and forms. Scans Vendor W -9 forms and Vendor ACH forms into the accounting system. Distributes W-9 forms and Sales Tax Exemption Certificates to City vendors and customers as needed. Generates check requests and initiates 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 training as backup in other accounting functions and trains co-workers as backup in these job duties. Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. Performs all other related duties as assigned. Physical and Environmental Conditions The physical demands and work environment conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job and are encountered while performing those essential functions. 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 regularly required to sit; use hands to finger, handle, or feel; and talk and hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to walk or stand. Specific vision abilities required by this job include close vision. The noise level in the work environment is usually moderate. Minimum Education, Experience and Certification Job Class #08-12 Accounting Page 3 Updated 06/06/2022 Associate degree from an educational institution accredited by a DOE recognized accreditation body or two years’ experience in accounts payable required. Or equivalent combination of education and experience. Must pass criminal background check. Preferred Education, Experience and Certification Three years of experience preferred. Knowledge, Skills, and Abilities Knowledge of general accounting methods, forms, techniques, and terminology. Skills in typing and computer data entry and personal and mainframe computer operations. Skill in oral and written communication. Skill in verifying the accuracy of source documents and performing simple posting duties. Ability to read and understand technical materials to record work activities or keep records. Ability to perform mathematical calculations. Ability to compose correspondence and prepare various written and computer generated reports. Ability to operate standard office equipment. Ability to make independent judgement and meet required time deadlines. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.