AP/Payroll Administrator

STARTING PAY: $53,934/yr

REPORTING TO: Finance Director

BENEFITS OF WORKING FOR THE CITY OF BROOKSVILLE:

20 days of PTO for the first year (unutilized hours roll over) and accrual increases with years of service

12 paid holidays and 2 floating holidays

Flexible scheduling for participating departments

Florida Retirement System Pension and Investment Plan

Employer paid health coverage

Tuition reimbursement up to $5,250 a year!

JOB SUMMARY/OVERVIEW OF THE POSITION: The AP/Payroll Administrator performs advanced clerical and accounting duties involving the preparation and processing of accounts payable and payroll. Reporting to the Finance Director, this position ensures that vendors and suppliers are paid accurately and timely, and that staff compensation is processed in compliance with established procedures. Responsibilities include monitoring expenditures, maintaining financial records, reconciling accounts, and ensuring payroll accuracy. This position requires a high degree of accuracy, confidentiality, and efficiency to maintain up-to-date municipal finances. It is primarily scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m., with additional hours as needed. This position is designated as essential personnel and will be required to work during emergency operations, including severe weather events and natural disasters. Employees must participate in emergency preparedness and response activities, and complete required NIMS (National Incident Management System) training as directed.

ESSENTIAL JOB FUNCTIONS: An employee in this position may be called upon to do any or all of the following essential duties:

• Perform the day to day processing of accounts payable transactions to ensure that municipal finances are maintained in an effective, up to date and accurate manner.
• Receive and verify invoices and requisitions for goods and services.
• Reconciles processed work by verifying entries and comparing system reports to balances.
• Verify that transactions comply with financial policies and procedures.
• Pays vendors by monitoring discount opportunities; verifying federal id numbers; Verifies vendor accounts by reconciling monthly statements and related transactions.
• Prepare and/or verify invoices for payment; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments.
• Process backup reports after data entry; Record checks and prepare for mailing.
• Maintain listing of accounts payable; maintain the general ledger.
• Maintain updated vendor files, file names, and W9s; Generate and administer 1099s.
• Complete payroll functions in order to ensure staff are paid in an accurate and timely manner.
• Verify paperwork for new employees and enter employee information into the payroll system.
• Process and/or verify forms such as W2s, W4s, insurance enrollment forms; Calculate salaries and benefits.
• Review time sheets, work charts, wage computation, and other information to detect and reconcile payroll discrepancies; Verify pay amounts, hours of work, deductions, etc.
• Issue and record adjustments to pay related to previous errors or retroactive increases.
• Prepare and/or verify and approve timesheets; Log in and distribute ACH files, distribute paycheck stubs when necessary.
• Prepare and remit source deductions and payroll tax. Record and/or verify employee information, such as exemptions, transfers, and resignations, to maintain and update payroll records. •Provide administrative support in order to ensure effective and efficient office operations.
• Maintain a filing system for all financial documents; Ensure the confidentiality and security of all financial and employee files.
• Maintain or destroy records according to current records retention laws.
• Adhere to current unclaimed property reporting standards.
• Perform other related duties as required.
• Updates job knowledge by participating in educational opportunities.
• Perform other duties not specifically enumerated within the job functions listed above as may be required at the discretion of the Finance Director or City.

KNOWLEDGE, SKILLS AND ABILITIES:

• Proficient knowledge of payroll and purchasing policies, procedures and practices; knowledge of accounting principles, accounts payable and maintaining general ledgers.
• Ability to maintain a high level of accuracy in preparing and entering financial and payroll information.
• Ability to maintain confidentiality concerning financial and employee files.
• Knowledge of computer software operations including proficiency in Microsoft Word and Excel.
• Knowledge of office terminology, equipment, practices and procedures.
• Ability to process a large volume of accounts payable/payroll rapidly and accurately.
• Use English as a primary language.
• Ability to understand and follow complex, oral and written instructions.
• Ability to prepare and maintain payroll and vendor and files.
• Ability to establish and maintain vendor relationships.
• Ability to identify errors and take corrective action.
• Ability to read computer printouts; ability to communicate effectively.
• Ability to perform duties with limited supervision.
• Ability to meet time sensitive deadlines.
• Knowledge of Federal payroll laws.
• Demonstrate the following skills:
  • Excellent interpersonal skills.
  • Bookkeeping skills; analytical and problem solving skills; decision making skills.
  • Effective verbal and listening communication skills. • Attention to detail and high level of accuracy.
  • Very effective organizational skills and ability to prioritize. • Effective written communication skills.
  • Computer skills including the ability to operate computerized accounting, spreadsheet and word processing programs, and e-mail at a highly proficient level.
  • Stress management skills.
  • Time management skills.
  • Be honest and trustworthy; be respectful; be flexible.
  • Demonstrate sound work ethics.
  • Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

MINIMUM REQUIREMENTS LISTED AS FOLLOWS:

PHYSICAL SKILLS: • Must be able to sit for a prolonged period of time, type, bend/stoop, reach above shoulders, kneel, push, pull, squat, lift and carry up to 25 pounds. • Acceptable vision (with or without correction). • Acceptable hearing (with or without correction).

EDUCATION, TRAINING AND EXPERIENCE:

• High school diploma or GED. Associate’s degree in accounting/bookkeeping preferred.
• Three (3) years full-time experience in payroll, accounts payable, and data processing.
• Proficiency in computerized payroll/accounting systems, typing, 10-key entry, and general computer literacy.

ADA STATEMENT: A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

DRUG-FREE WORKPLACE: City of Brooksville is a drug-free workplace in accordance with Federal and Florida law.

VETERANS' PREFERENCE: Under Section 295.07, F.S., Chapter SSA-7, City of Brooksville provides to Veterans, that preference in appointment will be given to preference-eligible applicants.