What are the responsibilities and job description for the Accounts Payable Specialist position at City of Green Cove Springs?
General Description
OPEN TO SUPPLEMENT THE LIST TO FILL ONE VACANCY
35 Hours per week position
Under general supervision, performs a variety of finance work in the maintenance and preparation of financial accounts and records for the City. Work involves ensuring accurate and timely processing of invoices, check requests, and direct disbursements; maintaining records of utility bills and operating leases; processing and distributing 1099 forms; making corrections and/or deletions after approval by Assistant Director; communicating with various vendors, individuals, department personnel, and Assistant Finance Director. Reports to the Assistant Finance Director.
Duties of Responsibilities
Essential Job Functions
Checks for authorized signature on all forms; enters vendors number oninvoices, purchase orders, check requests, etc.; distributes paperwork to Clerks for entry into system for payment.
Processes bills; assigns General Ledger account numbers; figures amount due to each department; completes requisition for payment.
Resolves inquiries or problems pertaining to an invoice or payment.
Writes checks for accounts not processed through the financial operating system; enters information into system for direct disbursement and recordation.
Makes corrections and/or deletions from final edit after approval from Assistant Finance Director. Processes monthly checks, stop payments, 1099 forms, and voids.
Assists Assistant Finance Director with analysis and reports as needed.
Reviews documentation provided by departments to ensure policies and procedures of the City are followed, including cash advances, petty cash reimbursements, and contract documentation relative to processing vendor invoices.
Receives and/or reviews various records and reports such as contracts, check requests, purchase orders, invoices, utility bills, operating leases, and final edit.
Refers to contracts, vendor log, utility log, vendor inquiry, invoice inquiry, policy and procedure manuals, codes/ laws/regulations, publications and reference texts.
Operates a variety of office equipment and machinery such as calculator, scanner, folder sealer, printer, computer, etc.
Additional Job Functions
Answers calls for property tax.
Serves as backup to balance Cashier and scanner for payable records for contracts.
Orders supplies when Accounting Clerk is not present.
Performs routine clerical tasks as required, including but not limited to preparing reports and correspondence, copying and filing documents, answering the telephone, sending and receiving faxes, entering and retrieving computer data, etc.
Performs related duties as required.
Uses a variety of general office supplies and computer software such as Munis, Accuterm, Paperless, Papervision, etc.
Interacts and communicates with various groups and individuals such as the Assistant Finance Director, vendors, other department personnel, and the general public.
Answers calls for property tax.
Serves as backup Cashier and scanner for payable records for contracts.
Orders supplies when Accounting Clerk is not present.
Performs routine clerical tasks as required, including but not limited to preparing reports and correspondence, copying and filing documents, answering the telephone, entering and retrieving computer data, etc.
Performs related duties as required.
Minimum Qualifications
Requires a high school diploma or equivalent supplemented by two to three years of experience in general accounting work; or an equivalent combination of education, training, and experience that provides the required knowledge, skills and abilities. Must possess a current, valid Louisiana driver's license or Louisiana ID.
EXAMINATION: .......... Assessment of Training and related experience ......... Weighted 100%
HEALTH INSURANCE: Comprehensive medical benefits options are provided through Blue Cross Blue Shield of Louisiana. Coverage is effective the first of the following month, following full-time employment. Dependent coverage is also available. The City of Kenner also offers voluntary insurance plans: DENTAL, VISION, and SUPPLEMENTAL INSURANCE PLANS (VOLUNTARY LIFE, CANCER, ACCIDENT, CRITICAL ILLNESS, HOSPITAL CONFINEMENT, LONG-TERM DISABILITY and SHORT-TERM DISABILITY).
LIFE INSURANCE: All full-time employees are insured under a Group Life Insurance policy through Prudential Life Insurance Company. The coverage is one and half times the employee's salary, up to $300,000. The policy also provides a Basic Accidental Death and Dismemberment benefit. The premium cost is covered by the City of Kenner. Coverage is effective the first of the following month, following full time employment.
RETIREMENT SYSTEM: The City of Kenner's regular full time employees are enrolled with the Municipal Employees Retirement System of Louisiana. Both the City of Kenner and the employee contribute the required percent to the system. The employee's contributions are kept on account and will be refunded, if the employees leaves employment before they are retirement eligible.
DEFERRED COMPENSATION: The City of Kenner currently participates in a 457 Plan with MassMutual. This is a voluntary investment program that the employees are allowed to participate in at a contribution rate of their choice (must be within the designated maximum and minimum limits, as set for by Plan Document). The City of Kenner does not contribute to the 457 Plan.
HOLIDAYS: Sixteen paid official holidays are observed, plus any other holidays which may be declared by the Mayor.
ANNUAL AND SICK LEAVE: Eligible Kenner employees earn annual leave and sick leave. Accrual of hours will increase based on the number of years of service.
WORKING TEST PERIOD: Upon appointment to a position in the classified service, the employee shall serve a working test period of six (6) months, unless extended.
EAP: The Employee Assistance Program (EAP) is a program which provides a professional to help employees and their families to resolve problems. This service is 24 hrs. / 7 days per week, voluntary participation and confidential.
Kenner reserves the right to at any time and from time to time to modify or amend, in whole or in part, any or all of the provisions of the benefit package.
CITY OF KENNER
PUBLIC INFORMATION NOTICE
01
How much experience do you possess maintaining vendor information, entering vendor information into a financial system; assigning contract numbers; checking for authorized signatures; maintaining contracts; scaning and filing hard copies.
Indicate how much experience you possess composing, typing, and proofing reports, letters, etc.
How long were you responsible for the maintenance of a filing system, including storage and purging of records?
Please provide the amount of experience you possess processing bills; assigns General Ledger account numbers; figures amount due to each department; completes requisition for payment.
How much experience do you possess interacting with vendor or department inquiries or problems pertaining to an invoice or payment?
How many total years of experience do you possess performing accounts payable work?
Total years of financial/accounting/bookkeeping work experience do you possess?
Indicate Your Highest Level Of Completed Education
OPEN TO SUPPLEMENT THE LIST TO FILL ONE VACANCY
35 Hours per week position
Under general supervision, performs a variety of finance work in the maintenance and preparation of financial accounts and records for the City. Work involves ensuring accurate and timely processing of invoices, check requests, and direct disbursements; maintaining records of utility bills and operating leases; processing and distributing 1099 forms; making corrections and/or deletions after approval by Assistant Director; communicating with various vendors, individuals, department personnel, and Assistant Finance Director. Reports to the Assistant Finance Director.
Duties of Responsibilities
Essential Job Functions
Checks for authorized signature on all forms; enters vendors number oninvoices, purchase orders, check requests, etc.; distributes paperwork to Clerks for entry into system for payment.
Processes bills; assigns General Ledger account numbers; figures amount due to each department; completes requisition for payment.
Resolves inquiries or problems pertaining to an invoice or payment.
Writes checks for accounts not processed through the financial operating system; enters information into system for direct disbursement and recordation.
Makes corrections and/or deletions from final edit after approval from Assistant Finance Director. Processes monthly checks, stop payments, 1099 forms, and voids.
Assists Assistant Finance Director with analysis and reports as needed.
Reviews documentation provided by departments to ensure policies and procedures of the City are followed, including cash advances, petty cash reimbursements, and contract documentation relative to processing vendor invoices.
Receives and/or reviews various records and reports such as contracts, check requests, purchase orders, invoices, utility bills, operating leases, and final edit.
Refers to contracts, vendor log, utility log, vendor inquiry, invoice inquiry, policy and procedure manuals, codes/ laws/regulations, publications and reference texts.
Operates a variety of office equipment and machinery such as calculator, scanner, folder sealer, printer, computer, etc.
Additional Job Functions
Answers calls for property tax.
Serves as backup to balance Cashier and scanner for payable records for contracts.
Orders supplies when Accounting Clerk is not present.
Performs routine clerical tasks as required, including but not limited to preparing reports and correspondence, copying and filing documents, answering the telephone, sending and receiving faxes, entering and retrieving computer data, etc.
Performs related duties as required.
Uses a variety of general office supplies and computer software such as Munis, Accuterm, Paperless, Papervision, etc.
Interacts and communicates with various groups and individuals such as the Assistant Finance Director, vendors, other department personnel, and the general public.
Answers calls for property tax.
Serves as backup Cashier and scanner for payable records for contracts.
Orders supplies when Accounting Clerk is not present.
Performs routine clerical tasks as required, including but not limited to preparing reports and correspondence, copying and filing documents, answering the telephone, entering and retrieving computer data, etc.
Performs related duties as required.
Minimum Qualifications
Requires a high school diploma or equivalent supplemented by two to three years of experience in general accounting work; or an equivalent combination of education, training, and experience that provides the required knowledge, skills and abilities. Must possess a current, valid Louisiana driver's license or Louisiana ID.
EXAMINATION: .......... Assessment of Training and related experience ......... Weighted 100%
HEALTH INSURANCE: Comprehensive medical benefits options are provided through Blue Cross Blue Shield of Louisiana. Coverage is effective the first of the following month, following full-time employment. Dependent coverage is also available. The City of Kenner also offers voluntary insurance plans: DENTAL, VISION, and SUPPLEMENTAL INSURANCE PLANS (VOLUNTARY LIFE, CANCER, ACCIDENT, CRITICAL ILLNESS, HOSPITAL CONFINEMENT, LONG-TERM DISABILITY and SHORT-TERM DISABILITY).
LIFE INSURANCE: All full-time employees are insured under a Group Life Insurance policy through Prudential Life Insurance Company. The coverage is one and half times the employee's salary, up to $300,000. The policy also provides a Basic Accidental Death and Dismemberment benefit. The premium cost is covered by the City of Kenner. Coverage is effective the first of the following month, following full time employment.
RETIREMENT SYSTEM: The City of Kenner's regular full time employees are enrolled with the Municipal Employees Retirement System of Louisiana. Both the City of Kenner and the employee contribute the required percent to the system. The employee's contributions are kept on account and will be refunded, if the employees leaves employment before they are retirement eligible.
DEFERRED COMPENSATION: The City of Kenner currently participates in a 457 Plan with MassMutual. This is a voluntary investment program that the employees are allowed to participate in at a contribution rate of their choice (must be within the designated maximum and minimum limits, as set for by Plan Document). The City of Kenner does not contribute to the 457 Plan.
HOLIDAYS: Sixteen paid official holidays are observed, plus any other holidays which may be declared by the Mayor.
ANNUAL AND SICK LEAVE: Eligible Kenner employees earn annual leave and sick leave. Accrual of hours will increase based on the number of years of service.
WORKING TEST PERIOD: Upon appointment to a position in the classified service, the employee shall serve a working test period of six (6) months, unless extended.
EAP: The Employee Assistance Program (EAP) is a program which provides a professional to help employees and their families to resolve problems. This service is 24 hrs. / 7 days per week, voluntary participation and confidential.
Kenner reserves the right to at any time and from time to time to modify or amend, in whole or in part, any or all of the provisions of the benefit package.
CITY OF KENNER
PUBLIC INFORMATION NOTICE
01
How much experience do you possess maintaining vendor information, entering vendor information into a financial system; assigning contract numbers; checking for authorized signatures; maintaining contracts; scaning and filing hard copies.
- Twenty-four months or more
- Twelve to twenty-three months
- Less than twelve months
- None
Indicate how much experience you possess composing, typing, and proofing reports, letters, etc.
- Twenty-four months or more
- Twelve to twenty-three months
- Less than twelve months
- None
How long were you responsible for the maintenance of a filing system, including storage and purging of records?
- Twenty-four months or more
- Twelve to twenty-three months
- Less than twelve months
- None
Please provide the amount of experience you possess processing bills; assigns General Ledger account numbers; figures amount due to each department; completes requisition for payment.
- Twenty-four months or more
- Twelve to twenty-three months
- Less than twelve months
- None
How much experience do you possess interacting with vendor or department inquiries or problems pertaining to an invoice or payment?
- Twenty-four months or more
- Twelve to twenty-three months
- Less than twelve months
- None
How many total years of experience do you possess performing accounts payable work?
- 60 months or more
- 36 to 59 months
- 12 to 35bmonths
- Less than 12 months
- None
Total years of financial/accounting/bookkeeping work experience do you possess?
- 60 months or more
- 24 to 59 months
- Less than 24 months
- None
Indicate Your Highest Level Of Completed Education
- Master's degree
- Bachelor's degree
- Associate's degree
- Post-secondary vo-tech diploma/certificate
- High school or equivalent
- None of the above
- Required Question
Salary : $300,000
