Accounting Technician II - Accounts Payable

Spotsylvania County; Virginia (MN); On-site; USD 40,000 - 58,000; Full time

Job summary

Spotsylvania County is seeking an experienced Accounts Payable Clerk to support the accounting team. The role involves processing invoices, paying vendors, coding transactions, and maintaining records in the County’s financial system.

The position requires a High School Diploma with college accounting coursework and at least three years of accounting experience with computerized systems. Proficiency in MS Office and accounting software is expected.

Qualifications

• High School Diploma or equivalent, with supplemental college-level coursework in accounting and three (3) years of experience in accounting work with computerized systems; or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
• Knowledge of bookkeeping principles, methods, and procedures.
• Knowledge of accounting practices and procedures.
• Knowledge of computer operations
• Knowledge of all necessary software systems to perform essential job duties, including word processing, spreadsheet, internet, database, email software, and the County’s financial system. Must become proficient within three (3) months of hire.

Responsibilities

• Reviews invoices and compares them to purchase orders for accuracy and verifies payment.
• Determines tax applicability and legitimacy of vendors and items purchased.
• Reviews monthly statements for past-due invoices and locates past-due invoices.
• Codes invoices to appropriate accounts and posts to the general ledger.
• Monitors purchase card statements and coordinates with personnel for data input and approvals.
• Assists with IRS 1099 processing and vendor records.

Skills

Bookkeeping

Accounting principles

Computer operations

Accounting software

Education

High School Diploma

College accounting coursework

Tools

Word processing

Spreadsheet

Database

Email software

County financial system

Job description

Under limited supervision, performs responsible accounting support and administrative work in the preparation, processing, maintenance, and verification of accounting documents and records. This is the second level of a three-level technical support series. Work that is process-oriented (moving transactions through a series of steps to maintain accounting records), where the employee codes transactions, resolves discrepancies, and balances accounts, distinguishes this class from the lower level. Working with related and less complex processes under established methods distinguishes this class from the next higher. Exercises independent judgment, discretion, and problem-solving in performing work that is frequently non-routine. Reports to the Accounting Manager.

Accounts Payable:

• Reviews all invoices and compares them to purchase orders (if applicable) for accuracy. Verifies payment terms and processes payment.
• Reviews invoices to determine if tax should be paid and for the legitimacy of vendor and items purchased.
• Reviews monthly statements for past-due invoices. Locates past-due invoices or calls the vendor for a copy of the outstanding invoice.
• Reviews department-assigned account coding for accuracy.
• Reviews or posts subsidiary accounts payable batches to the general ledger.
• Responsible for two (2) check runs per month.
• Enters invoices into the financial system for payment.
• Voids and reissues checks upon request.
• Reviews and processes requests for check or wire payments for contributions to other entities, travel reimbursements, bonds, and payroll-related activity.
• Assists with the implementation and maintenance of the purchasing card program.
• Monitors purchase card transactions in need of data input or approval. Coordinates with personnel for completion of these transactions.
• Balances completed transactions with purchase card statements and issues payment.
• Reviews all applicable purchase card statements and receipts for legitimacy and to determine if expenditure meet County guidelines.
• Assists purchase card liaisons with credit card disputes and questions on usage.
• Researches and advises on potentially incorrect coding of invoices and purchase card transactions. Makes corrections as needed.
• Reviews vendors in the global vendor file, determines duplicate or inactive vendors for resolution. Ensures all vendors have appropriate W-9 documentation on file.
• Assists Accountants with the issuance of tax-exempt certifications upon request.
• Resolves invoice conflicts by communicating with vendors, personnel, and management.
• Researches and processes returned checks by coordinating with the various departments and processes adjusting journals to correct if needed.
• Assists other department personnel with information needed for grant reimbursement processing.
• Assists Accountants in the annual IRS 1099 process by researching and making the determination as to which vendors require a 1099.
• Assists with complex payables and internal control issues as required.
• Assists departments with questions and issues regarding the financial system.

High School Diploma or equivalent, with supplemental college-level coursework in accounting and three (3) years of experience in accounting work with computerized systems; or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

• Knowledge of bookkeeping principles, methods, and procedures.
• Knowledge of accounting practices and procedures.
• Knowledge of computer operations
• Knowledge of all necessary software systems to perform essential job duties, including word processing, spreadsheet, internet, database, email software, and the County’s financial system. Must become proficient within three (3) months of hire.
• Ability to use accounting-office procedures, equipment, and machines.
• Ability to verify, allocate, and record business transactions to subsidiary accounts.
• Ability to calculate percentages, ratios, discounts, etc.
• Ability to apply policies, procedures, and guidelines to various accounting problems.
• Ability to collect and compile information from standard sources for inclusion in established report forms.
• Ability to concurrently perform multiple tasks.
• Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
• Ability to speak and/or signal to people to convey or exchange information. Includes receiving instructions, assignments, and/or directions from supervisors.
• Ability to read purchase orders, invoices, reports, correspondence, manuals, and handbooks.
• Ability to prepare purchase orders, invoices, correspondence, inventories, reports, etc., using proper format.
• Ability to apply common-sense understanding to carry out instructions furnished in written, oral, or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to understand government accounting terminology.
• Ability to utilize mathematical formulas; add and subtract totals; multiply and divide; decimals and percentages; and fractions.
• Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.
• Ability to communicate professionally and respectfully.

PHYSICAL REQUIREMENTS

Must be physically able to operate a variety of automated office machines including a computer, calculator, copier, mailing machine, telephone, etc. Must be able to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. The position is rated for Light Work. Requires the ability to inspect items for proper length, width, and shape. Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment. Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination. Does not require the ability to differentiate between colors and shades of color. Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving the nature of sounds by ear).