Accounts Payable Clerk - Public Works

County of Pottawatomie; Westmoreland (KS); On-site; USD 36,000 - 48,000; Full time

Job summary

County of Pottawatomie seeks a detail‑oriented A/P Clerk-PW to manage accounts payable/receivable and support the Public Works Department. Under the Office Supervisor, you will process vouchers, balance reports and maintain currency with vendors.

The role requires high school diploma, some college in accounting, and 2–3 years related experience; notary must be obtained within 90 days. Proficiency with spreadsheets, QuickBooks, and Access is preferred.

Qualifications

• A high school diploma, GED, or equivalent is required.
• Two years of college level course work in basic accounting, office management and clerical work is desired.
• Two to three years of similar or related experience is required.
• Current State of Kansas Notary Public, or ability to obtain within 90 days of employment.

Responsibilities

• Process accounts payable and purchase orders; code vouchers and ensure proper billing.
• Handle accounts receivable activities, invoicing, deposits and reconciliations.
• Perform regular bookkeeping: reconcile ledgers, enter journal entries and transfers.
• Enter and reconcile Gross Wages to payroll reports bi-weekly.
• Reconcile monthly credit card statements and perform purchase coding online.
• Maintain petty cash fund and manage travel expenses and reimbursements.
• Maintain department inventory and equipment records; provide admin support for Public Works.

Skills

Spreadsheets

Databases

QuickBooks

Microsoft Access

Asset Management software

Attention to detail

Education

High school diploma or GED

Two years of college coursework in accounting/office management

Notary Public (Kansas)

Tools

QuickBooks

Microsoft Access

Asset Management software

Job description

Description

POSITION SUMMARY

Under the supervision of the Office Supervisor, the A/P Clerk-PW is a non-exempt position under FLSA. The primary responsibilities of this position include processing vouchers for payment; performing daily bookkeeping; and providing administrative support for the Public Works Department. This position manages accounts payable, accounts receivable and office supplies/equipment for the department.

ESSENTIAL FUNCTIONS (required)

1. Performs accounts payable operations, including:
   • a) reviews packing slips and tickets to ensure goods have been received and billed properly;
   • b) codes and processes payment vouchers and purchase orders exceeding $15 million annually;
   • c) balances monthly vendor statements for Public Works and corresponding departments.
   • d) maintains positive relations with vendors; and
   • e) generates reports as needed;
2. Performs accounts receivable operations, including creating invoices; making deposits; reconciling monthly statements; and generating reports as needed;
3. Performs regular bookkeeping activities, including:
   • a) Reconciles general ledger reports for numerous funds and departments;
   • b) enters journal entries and departmental transfers; and
   • c) assists with updating monthly budget spreadsheets;
4. Enters and reconciles Gross Wages to payroll reports bi-weekly;
5. Reconciles monthly credit card statements and performs purchase coding online;
6. Maintains petty cash fund;
7. Manages travel expenses, including employee reimbursements for mileage, meals and accommodations;
8. Manages employee allowances and processes reimbursement requests for safety clothing and safety glasses;
9. Processes quarterly state sales tax reports and payments for pipe sales and road improvements;
10. Maintains the departmental inventory database and manages annual inventory process;
11. Prepares billing and tracks fuel usage from Monthly reports for departmental fuel usage;
12. Maintains equipment records, including insurance and registration;
13. Provides administrative support for all divisions of Public Works;
14. Assists the public with locating archived survey records, construction plans, Environmental Health files;
15. Ensures positive relations with public and staff. Responds to routine inquiries from telephone callers and visitors;
16. Communicates with Administration for updating consumer reports for BTSE/TBRCK and sends water reports to web browser manager with annual updates;
17. Manages office supplies and equipment maintenance;
18. Monitors retention records schedule and manages rebates/rewards programs;
19. Regular and predictable attendance required;
20. Must have and maintain a valid driver’s license.

MARGINAL FUNCTIONS

1. Sorts and delivers mail, which regularly requires driving;
2. Performs routine secretarial duties such as data entry, refunds, mailing, filings, etc.;
3. Provides backup to County Sanitarian to process Transfer Station deposit as needed;
4. Provides backup to Office Assistant. Cross-trains on entering rock tickets, landfill tickets entrance applications, Sunflower Room rentals, road closures, service requests, and timecards;
5. Provides assistance and backup for Office Supervisor;
6. Track propane usage and annual contract purchasing;
7. Performs other duties deemed necessary or assigned.

REQUIREMENTS

EDUCATION/TRAINING/EXPERIENCE

A high school diploma, GED, or equivalent is required. Two years of college level course work in basic accounting, office management and clerical work is desired. Education may be supplemented by two years of job related experience or any equivalent combination of training and experience which provides the required knowledge, skill and ability.

Two to three years of similar or related experience is required. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well within six months of employment. Current State of Kansas Notary Public, or ability to obtain within 90 days of employment.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

The work environment and physical demand characteristics described herein are representative and not intended to be fully inclusive of those an employee encounters while performing the essential functions of this job. The work environment involves a general office setting. Safe work practices with office equipment and vehicle operation must be observed; visual attention and dexterity in computer operation can be expected. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, lifting and carrying of moderately heavy items such as computers, paper, record boxes, etc. Employee may be required to lift up to 50 lbs. Employee must be able to drive a vehicle. No other special physical demands are required to perform this work.

KNOWLEDGE, SKILL AND ABILITY

A thorough knowledge of computer hardware and software is required. Employee must have excellent computer skills in utilizing spreadsheets and databases. Experience with QuickBooks and Microsoft Access highly preferred. Experience with Asset Management software preferred. Excellent interpersonal written and oral communication skills are required. Employee shall be able to read and interpret construction contracts, standards, budget and financial reports and legal documents.

This position requires the ability to analyze and interpret statistical data. Employee must be able to apply advanced mathematical concepts and analyze financial data. A good working knowledge of construction principles and practices is preferred. Employee must have ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the public.

PROBLEM SOLVING

The work involves managing large amounts of data and manipulating the data for reports. The work consists of duties that involve related steps and processing methods. Routine work is conducted under approved methods.

DECISION MAKING

The process of prioritizing tasks involves various choices requiring the employee to recognize the existence of and analyze the difference among a variety of complex situations.

MACHINES/EQUIPMENT USED

Personal Computer 10-key Copier Mobile Devices

Multi-line phone Facsimile Shredder Printer

Typewriter Calculator Scanner Postage Meter

Passenger Vehicle

SUPERVISION/ACCOUNTABILITY

This position works independently with occasional supervision from the Office Supervisor. This position has no supervisory requirements. Employee is directly responsible for departmental equipment and resources. The employee reconciles statements and assures invoices are paid, and provides data for the annual budgeting process.

PERSONAL RELATIONS

Daily contact with the general public, co-workers, supervisory personnel, vendors and occasional contact with elected or appointed officials is expected.

An offer for employment for this position is contingent upon the applicant passing pre-employment background checks which may include, but are not necessarily limited to: Drug Screening, Driving Record, Criminal History, Physical Capacity, and/or Skills Testing.