Accounts Payable Specialist

Franklin County, PA; Chambersburg (Franklin County); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Prescription coverage

Life insurance

Paid time off

Tuition reimbursement

Retirement plan

Job summary

Franklin County is seeking an Accounts Payable Specialist to support the AP operation, handling processing, maintenance, coordination, and completion of financial tasks across County departments. The role requires a detail-oriented, service-minded professional who can work collaboratively with county staff.

Responsibilities include processing vouchers, matching invoices to purchase orders, and maintaining vendor records.

Qualifications

• High School diploma or equivalency plus clerical bookkeeping/accounting and computer training.
• One year working experience in financial/bookkeeping or equivalent.
• Proficiency with standard office software and strong communication skills.

Responsibilities

• Process specialized AP vouchers and invoices daily.
• Maintain vendor files including W-9s and 1099 status.
• Review and code vouchers and invoices for accuracy and approval.
• Enter vouchers; monitor purchase orders and warrant posting.
• Assist in budget, contract modifications and reporting.

Skills

Attention to detail

Communication

Microsoft Word

Excel

Teamwork

English proficiency

Education

High School diploma or equivalency

Clerical bookkeeping training

Computer training

Tools

Microsoft Word

Excel

Job description

Are you a motivated, positive, and service-oriented professional? If so, we want to hear from you!

We’re seeking a dedicated individual to support our accounts payable operation, handling specialized processing, maintenance, coordination, and completion of key financial tasks in collaboration with all County departments.

We're looking for a self-starter who’s eager to make a difference and contribute to their community. If that sounds like you, reach out today!

Franklin County is a great place to live and work! Nestled between the Blue Ridge and Tuscarora mountains in South Central Pennsylvania but not far from DC, Baltimore and the beaches of the mid-Atlantic, Franklin County is one of the fastest growing counties in the Commonwealth. We want the best people working to serve the 155,000+ residents that call this beautiful area "home."

EDUCATION/TRAINING

High School diploma or equivalency, plus some clerical bookkeeping or accounting and computer training required.

WORK EXPERIENCE

One year working experience, preferable in financial/bookkeeping environment, or any acceptable equivalent combination of education/training.

FRANKLIN COUNTY

ACCOUNTS PAYABLE SPECIALIST

Position Description Non-Exempt

OBJECTIVE OF JOB

To perform specialized processing, maintenance, coordination and completion necessary for the processing of account payable functions and other work in collaboration with all County departments.

ESSENTIAL FUNCTIONS OF JOB

1. Understand functional aspects of all County programs in order to properly determine cost objectives.
2. Requires thorough knowledge of County’s general ledger accounting system.
3. Operates computer, calculator, typewriter, scanner, copier and other office machines as necessary to perform essential duties of job.
4. Require thorough knowledge of County's financial computer software through any updates and/or training.
5. Compile information pertinent to each individual invoice/service rendered for completion of a voucher.
6. Review and correct, as necessary, all pre-coded vouchers/invoices.
7. Monitor the status of all processed purchase orders and determine actions required.
8. Examine and process for reimbursement employee expense reports by verifying amount due; matching receipts to expenses claimed; auditing claimed expenses to company reimbursement policies; reviewing proper levels of authority.
9. Distribute vouchers for review and approval by department head and Fiscal Department accounting specialists.
10. Resolves internal control issues and discrepancies by reviewing existing policies, verifying changes in authorized personnel; communicating unresolved issues to immediate supervisor.
11. Researches and completes purchase order modifications for discrepancies between invoices and purchase orders in accordance with established purchasing procedures.
12. Enters vouchers daily along with recurring invoices into County's financial system for warrant posting.
13. Maintains financial historical records by filing accounts payable documents.
14. Maintains County leasing, contracted and rental agreements for current status.
15. Maintain/add vendor file for accuracy of all necessary information required including W-9, 1099 status, addresses and remit capabilities.
16. Assist the County staff in determination of contract status, necessary modification of contracts and/or variances from service rendered reports to payment authorizations.
17. Assist County staff in compilation of information vital for budget document/grant completion.
18. Provides supportive documentation to independent and governmental auditors.
19. Plan and provide notification to all submitting offices time schedules for all submissions necessary to pay providers/vendors on a timely basis.
20. Assist vendors/County staff with questions regarding payment schedule and/or processing payment requests through interpersonal communications or via telephone.
21. Contacts County offices and departments to obtain documentation and authorizations required to process payment for County credit cards.
22. Assist in completing Accounts Payable Lead duties during the absence of the AP Lead position.
23. Must accurately maintain invoice records in the County document storage system.

OTHER DUTIES OF JOB

1. Attends meetings, training, and seminars, as requested.
2. Performs other job related duties, as required.

SUPERVISION RECEIVED

Receives occasional instruction and supervision from the Accounting Office Supervisor and from the Controller, Chief Deputy Controller, and Second Deputy Controller, as applicable.

SUPERVISION GIVEN

None

WORKING CONDITIONS

1. Works indoors in crowded workspace, adequate lighting and ventilation, but subject to fluctuations in temperatures.
2. Normal office exposure to noise, stress and disruptions.
3. Below normal exposure to indoor dust/dirt.

PHYSICAL AND MENTAL REQUIREMENTS

1. Must possess ability to record, convey and present information, explain procedures and follow instructions.
2. Must be able to sit for long periods throughout the work day, with intermittent periods of standing/walking and occasional periods of stooping, bending, twisting, reaching, as necessary, to carry out essential job duties.
3. Dexterity requirements range from coordinated movements of fingers/hands to simple movements of feet/legs/torso, as necessary, to carry out essential job duties.
4. Light work with occasional lifting/carrying of objects with weights often (10) to thirty (30) pounds, i.e., boxes of checks, ledgers, etc.
5. Must be able to cope with the physical and mental stress of the position.
6. Must be able to pay close attention to details and concentrate on work.

QUALIFICATIONS

1. EDUCATION/TRAINING
   High School diploma or equivalency, plus some clerical bookkeeping or accounting and computer training required.
   
   
2. WORK EXPERIENCE
   One year working experience, preferable in financial/bookkeeping environment, or any acceptable equivalent combination of education/training.

KNOWLEDGE, SKILLS, AND ABILITIES REOUIRED

1. Must be able to speak and understand the English language in an understandable in a manner order to carry out essential functions of job.
2. Must possess good communication and interpersonal skills.
3. Must possess excellent math and problem solving skills and abilities.
4. Must possess Microsoft Word and Excel knowledge.
5. Must possess ability to function independently, have flexibility and ability to work effectively with clients, public, staff and others.
6. Must possess ability to maintain confidentiality in regard to client information and records.
7. Must possess the technical knowledge of operating personal computers and other office equipment with accuracy and reasonable speed.
8. Must possess knowledge of clerical bookkeeping principles and practices and ability to apply them to essential duties of job.
9. Must possess knowledge of standard office practices and procedures.
10. Must possess ability to make math calculations accurately and within reasonable time period.
11. Must possess ability to apply bookkeeping principles and maintain moderately complex financial records.

We offer an excellent benefit package including medical, dental, vision, prescription, life insurance, paid time off, tuition reimbursement and a retirement plan!

Franklin County is an equal opportunity employer.