Accounting Clerk

Job Summary

The Accounting Clerk is responsible for paying invoices on time and accurately. Incumbent work closely with several different departments to ensure invoices are processed in a timely manner.

Scope Of Impact

The duties and responsibilities of this job are performed with latitude for independent judgment in accordance with Department and City policies and Federal, State and Local regulations. Work is subject to periodic review by the supervisor, who provides approval of recommendations, and discusses assignments, priorities, and work.

• Reviews, processes, and documents invoice payments.
• Receive AP mail and distribute invoices through Tyler Enterprise ERP to the proper departments for entering accounting information
• Applies invoices to contracts where applicable. Assists with Change Orders.
• Performs Contract and Purchase Order receiving in Tyler Enterprise ERP as appropriate.
• Checks invoices for correct tax. Updates vendor files for any new vendors and Maintains vendor file naming convention.
• Investigates and resolves problems with outstanding invoices.
• Performs routine vendor statement reconciliation.
• Determines City-wide phone bill account distribution and charges for all Departments.
• Assure that invoices are processed and paid in the allotted time frame by reviewing open batches and Tyler Enterprise ERP invoice tracking report. Prints checks and payment register
• Prepares the payment of claims for inclusion in City Council packets.
• Stuffs and mails checks.
• Answers and directs phone calls related to invoices received by the Finance Department.
• Prepares annual 1099s and requests W-9s of vendors when needed. Completes TIN verification for new vendors
• Assists departments with requisitions, purchase orders and contracts.
• Review Civic Clerk request for purchases. Reviews open purchase orders/contracts monthly, follows up with departments as necessary and liquidates/closes as appropriate.
• Supports continuous process improvement initiatives. Review and update internal finance processes.
• Serves as backup for Liquor invoice entry.
• Performs annual analysis of spend by vendor.
• Performs review of vendor files every three years to maintain up-to-date data.
• Performs other duties as required.
• Performs all work duties and activities in accordance with policies, I.Q.S. values, procedures and safety procedures of the City.
  

Minimum Qualifications

The job requires a high school diploma or equivalent (G.E.D.) plus a minimum of three years of experience in accounting or data entry, or equivalent.

Desired Qualifications

A Certificate or associate’s degree in accounting or a related field is desirable. Previous accounts payable experience is desirable.

Knowledge, Skills And Abilities Required For Successful Job Performance

• Ability to apply standard accounting and bookkeeping practices;
• Ability to perform work requiring concentration and judgment in interpreting practices and procedures to solve problems;
• Ability to work independently, including on assignments and projects through completion;
• Knowledge of and ability to use computer programs including Windows, Microsoft applications, as well as various accounting related software;
• Demonstrates a strong commitment to maintain confidentiality and privacy requirements of the Department and in all assignments as directed;
• Capable of managing competing demands and meeting productivity standards while handling frequent changes, delays, and unexpected events;
• Excellent interpersonal skills with the ability to build rapport and maintain effective working relationships with internal and external customers;
• Knowledge of Minnesota Sales and Use Tax laws.
  
  

Physical And Mental Requirements

Physical effort is light for the majority of work, with lifting or carrying limited to 25 pounds intermittently. Maintaining files requires bending and stopping. Duties at times require extended use of a keyboard.

Working Conditions

Work is performed in a normal office environment. There is very frequent computer use. Work is performed against deadlines, and high attention to detail is required.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City retains the discretion to add duties or change the duties of this job at any time.