Accounts Payable Coordinator

Job Title

Responsible for all accounts payable duties and payments. Prepares cash deposits daily and maintains accurate filing of all receipts and reports. Assists with purchasing duties as necessary. Receives payments from customers and performs other related duties as required.

Supervision Received And Exercised

Supervision Received: Work is performed under the general supervision of the Assistant Finance Director.

Supervision Exercised: None.

Primary Duties And Responsibilities

1. Enters accounts payable invoices for review and approval in a timely manner including but not limited to organizing invoices alphabetically and numerically allowing time for review, corrections, and sending the electronic funds transfer (EFT) file.

2. Sends notifications of purchasing variances to the Department Head, Finance Director, and City Manager in a timely manner.

3. Assists in reviewing requisitions (purchase orders) before submittal to the Finance Director. Verifies each for funding availability and correct general ledger coding.

4. Set up accounts payable vendors on the financial system based on the W-9 submitted. Reviews vendors and pay terms that may have changed and inactivates old vendors.

5. Prepares all outgoing payments whether by check or electronic funds transfer (EFT) to include accounts payable, payroll, retirement, meter refunds, etc. May void and reissue checks as necessary. Maintains confidentiality regarding all City business.

6. Submits all online/electronic payments to include those to the Texas Comptroller's Office and Texas Workforce Commission ensuring all necessary journal entries are completed in a timely manner.

7. Uploads and/or enters checks to the bank's Positive Pay system, reviews Positive Pay exceptions, and makes any necessary journal entries in a timely manner.

8. Prepares Internal Revenue Service (IRS) Form 1099 in a timely manner for review, approval, and submittal.

9. Assists departments with information regarding the status of vendors, general ledger accounts, payments, and other accounts payable related matters. Distributes invoices to the appropriate department(s) for coding and approval.

10. Monitors accounts payable email and responds to questions/concerns in a timely manner.

11. Performs research of accounts payable transactions as needed by Finance Director, Assistant Finance Director, and other departments.

12. Assists in training and assisting City personnel on procurement policies, procedures, and processes.

13. Assists in the administration and maintenance of the City's credit card programs.

14. Reconciles and balances cash collections daily and prepares daily deposit ensuring accuracy. Makes adjusting journal entries, as applicable, in a timely manner. Records departmental daily deposits and sends notification of cash policy variances to the Department Head, Finance Director, and City Manager in a timely manner.

15. Records payments for retiree health, miscellaneous receipts, etc. to the correct general ledger accounts.

16. Coordinates and schedules armored car service. Maintains accurate filing of all deposit and transaction receipts and reports.

17. Assists Utility Department with customers and makes customer service a priority.

18. Assists in the annual audit by completing assigned work papers in a timely manner. Keeps up with monthly data throughout the fiscal year for budget planning purposes.

19. Assists with city-wide purchasing processing to include department training, covering for the Purchasing Specialist, and assisting in the bid process.

20. Performs other duties as assigned.

21. Daily attendance and promptness are required. Normal business hours are Monday through Thursday from 7:00 a.m. to 6:00 p.m.

22. Exhibits the City of Harker Heights' Core Values.

Minimum Qualifications

High school graduate or GED. Some college-level courses in Accounting, Business Management or Business Administration preferred.