Job Summary

The Manatee Clerk's Accounts Payable Division processes all invoices for payment for the Board of County Commissioners, the Port Authority, the Metropolitan Planning Organization and the Supervisor of Elections. It also processes all invoices for the Clerk's office. Accounts Payable is responsible for verifying that expenditures paid are legal and serve a public purpose. In addition to verifying that we have all required forms and authority to pay, Accounts Payable also ensures that the goods and/or services have been received and that the appropriate budgeted accounts are charged. This work is all done using a paperless, electronic process. The Clerk III/Accounts Payable position is a full-time, non-supervisory position reporting to the Accounts Payable Supervisor.

Minimum Qualifications

• High School diploma or GED
• Three to five years of recent Accounts Payable experience that demonstrates the ability to apply acute attention to detail in maintenance of detailed data, preferably in an automated systems environment
• Basic mathematical aptitude, as well as alpha and numeric filing skills are required
• Computer literacy which includes, but is not limited to, proficiency in Microsoft Windows suite
• Working knowledge of the division's procedures, terminology and systems
• Demonstrate proficiency by applying prior knowledge of the Accounts Payable process
• Knowledge and experience with auditing travel and purchasing credit cards

Organizational Values

Along with the satisfactory performance of this job's essential functions, the employee in this position is expected to actively and consistently demonstrate the core values of the Clerk's Office.
Service to All
Everyone is my customer. From our customers to my coworkers and colleagues, excellent service is my primary goal. I will provide courteous, patient and knowledgeable service to everyone.
Integrity
I will foster the highest level of ethical conduct and promote an atmosphere of transparency, accountability and confidentiality in my actions and behavior. I will comply with all the Clerk's policies.
Respect
I will treat the office, everyone I come in contact with and myself with respect. From punctuality to dress code, I will be mindful of what my actions and my appearance communicate to others.
Communication
I will present ideas and information in a thoughtful and courteous manner and be open minded to the ideas and suggestions of others. I take responsibility to keep others fully informed of situations and information at all levels whether in writing or verbally.
Ownership
I accept responsibility for the quality, quantity and timeliness of my work. I will seek answers to issues I do not understand and I will own my behavior.
Teamwork
I hold myself and others accountable for the success of the team. I support a culture that finds solutions, rather than make excuses or place blame. I will be flexible and cooperative when faced with change.
Development
I will foster an environment of continuous improvement. I am encouraged to research, study and learn the vast workings of the Clerk's office so I can be of the most service to our customers.

Essential Functions

It is understood that every incidental duty connected with operations listed in the job description is not always specifically described, and that employees, at the discretion of management, may be required to perform duties not within their job descriptions. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Oversees Accounts Payable entry and payment of invoices for Board of County Commissioners, The Metropolitan Planning Organization, The Supervisor of Elections, The Port Authority and the Clerk of the Circuit Court.
  • Monitors purchase orders and encumbrances to ensure compliance to policy
  • Reviews and interprets contracts, agreements, ordinances and resolutions as they relate to payment
• Monitors and maintains Accounts Payable division's policies and procedures.
  • Performs regular reviews of policies and procedures for compliance and accuracy
  • Makes recommend changes to policies and procedures as needed
• Utilizes current financial software for advanced Accounts Payable functions.
  • Maintains financial software's Accounts Payable module, codes and formats
  • Monitors financial software and imaging systems for prior payments
  • Provides secured transaction input
  • Monitors and maintains vendor encumbrances
  • Acts as liaison with other departments to resolve Accounts Payable software issues, provides training and issues software Accounts Payable guidelines/guidance
  • Processes check runs
• Utilizes current imaging software to scan and index mail and paper documents daily
• Utilizes the imaged documents to timely pre-audit all payments for county purchases for assigned vendors
• Maintains applicable tax information for vendors and County.
  • Files IRS 1099 or other required reports
  • Reviews W-9 files including vendor set-up and tax status
• Provides professional and courteous customer service to vendors and staff.
  • Runs reports as needed for vendors or departments
  • Answers departmental questions regarding Accounts Payable
  • Provides back-up assistance to Accounts Payable staff when needed for absences, heavy workload or year-end priorities
• Performs other related duties assigned by Accounts Payable Supervisor as needed.
• Performs other duties as deemed necessary by the Clerk for the operation of the office and continuation of service.

ESSENTIAL MENTAL AND PHYSICAL FUNCTIONS

The essential mental and physical functions listed below are required in order for an employee to be able to perform the essential functions of this position.

• Reading long, detailed and/or complicated documents and comprehending contents
• Sitting for prolonged periods of time
• Repetitive actions/motion of one or both hands
• Hearing ordinary conversation and office sounds
• Verbal communication in person and on the phone
• Written communication by hand and on PC
• Ability to lift up to 25lbs