Position : Account Payable Clerk

Department : Finance Department

Employment Status : Permanent - Full Time Non - Exempt

Schedule : Monday – Thursday; 7:00am to 5:30pm

Compensation : Grade 4: $18.47/hour

POSITION SUMMARY

Works under the supervision of the Assistant Finance Director. Responsible for accounts payable processing, compliance, reporting and analyses. Performs duties in compliance with City Code, State and Federal Law, and departmental policies and directives.

ESSENTIAL DUTIES - KNOWLEDGE – SKILLS - ABILITIES

• Receives, verifies, and processes all invoices for payment in a timely manner. Avoids late fees for past due payments and maximizes vendor discounts.
• Matches invoices to purchase orders and receiving reports.
• Verifies accuracy and approvals for PO’s and receiving reports.
• Sends invoice copies to appropriate departments for processing.
• Enters PO’s and Payment Requests for recurring payments such as utility bills, lease payments, allocations (internal and external), administrative fees, cell phone bills, etc.
• Prints checks, processes ACH payments, utilizes State of WV purchase card and prepares and files payment reports.
• Scans and electronically files invoices and other third-party documentation related to payments made.
• Processes all 1099’s and meets year end requirements.
• Prepares all credit applications and necessary paperwork to open new accounts. Provides tax exemption certificate as necessary.
• Works with Department Heads to verify encumbrance amount accuracy. Adjusts and voids PO’s as necessary.
• Prepares and provides accounts payable related information to auditors as requested.
• Responds to management, employees, vendors, and the public on accounts payable related inquiries.
• Updates and maintains all fixed assets in the New World system.
• Handles and reconciles petty cash as needed. Replenishes as necessary.
• Prepares and submits state pension contribution forms following the City’s contribution.
• Prepares and submits TIF related billings to the bond trustee.
• Applies for and/or tracks all motor fuel tax reimbursements.
• Processes Municipal Court refunds, City and County checks monthly.
• Maintains lists of current property, vehicle/equipment, and drivers as well as other pertinent items for insurance compliance and renewal. Works with insurance representatives on claims, certificates of insurance, and other requests as needed.
• Assigns and tracks bid numbers and attends bid openings as the Finance representative. Maintains the bid bonds.
• Orders supplies for the Finance Department.
• Participates in developmental and educational opportunities.
• Other duties as assigned.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

• While performing the duties of this job, the employee is regularly required to type, file, or lift office supplies up to 20 pounds.
• The employee is frequently required to sit, stand, talk, and hear.

USE OF TECHNOLOGY & EQUIPMENT

• Position has daily use of computers for data entry and use of the telephone, fax machine, copier, etc.

CONTACT & SUPERVISION

• Regularly communicates with vendors and service providers on accounts payable related matters.
• This position does not supervise any employees.

The City of Morgantown is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status.

MINIMUM REQUIREMENTS

Education :

• Applicants must possess a high school diploma. Associate degree preferred with additional training in accounting or finance.

Experience :

• At least two years of work performance in a clerical or professional position that would enable the individual to perform the duties of the position.

PREFERRED QUALIFICATIONS

• Advanced user of Microsoft Excel, Word, and Outlook