Listing Summary

JOB SUMMARY:

This position provides support throughout the organization for both internal and external stakeholders and is responsible for the disbursement of the County’s financial assets through the Accounts Payable process in an effective, efficient, and accurate manner. This position prepares and posts both automated and manual financial transactions and statistical reports using the accounting software and spreadsheet applications to assure proper accounting and reporting of County disbursement transactions.

This position specifically monitors the County’s utilities, capturing and reporting data to the Department of Energy as well as internal and external stakeholders. This position oversees completion of periodic energy usage tracking and progress reporting of Energy Conservation Measures (ECMs) throughout the County, making projections and usage reduction recommendations as needed.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Responsible for weekly Utilities and monthly Recurring check runs, including but not limited to the County Utilities email, receipting of invoices and statements, Accounts Payable software(s), keying and/or importing invoice batches, reviewing and making corrections to invoice batches, appropriately coding and approval of invoices, cutting vendor checks, distributing checks, and proper electronic storage of all financial records.

Ensures accurate, timely payments of vendor invoices and maintains accurate financial records of all invoices, checks, supporting documents, correspondence, statements, and other materials in accordance with internal control procedures established by the Financial Services Department.

Receives invoices, reviews utility detail and usage to confirm billings are accurate, coordinates with department contacts to initiate invoice payment through Accounts Payable software programs and confirms payment allocation of invoices to ensure expenses are coded in accordance with the County's accounting system and approved annual budgets for each department.

Acts as a liaison between the County and utility vendors. Routinely corresponds with vendors on behalf of department contacts regarding service additions and/or disconnections, invoices, payment schedules, billing discrepancies and/or invoice corrections as needed to ensure accurate Accounts Payable disbursements in weekly check runs.

Coordinates with Accounts Payable Supervisor and other members of the Financial Services Department as needed to obtain additional approval for payment of high priority items.

Reviews and verifies the accuracy of a variety of transactions and reports including but not limited to invoices, statements, purchase orders, vendor payment history, batch reports, and budget reports prior to finalizing the check run.

Posts financial transactions such as invoices and checks as well as adjusting entries to ledgers and journals.

Analyzes monthly statements to ensure timely payments have been submitted on behalf of the County. Researches any late payments or outstanding invoices and remedies in a timely fashion.

Prepares for the annual audit, including year-end cut-off for Accounts Payable, accrual process and prepaids, providing/organizing access to substantive supporting documentation for the third-party audit firm, and preparing necessary audit work papers/documents.

Assists staff accountants with timely collection of W-9 forms upon verification of a new vendor as well as annual updating and periodic maintenance of vendor files.

Assists in the preparation of IRS form 1099 for all eligible vendors and assists in filing appropriate reports with IRS on an annual basis by the due date.

Acts as a leader in raising awareness of environmentally sustainable projects and ensures County energy policies are followed.

Works closely with outside departments in the planning, execution, and reporting of sustainable projects and assists in sustainability policy development and enforcement.

Coordinates the tracking of the County’s Energy Conservation Measures (ECMs) to monitor the performance of these measures and shares project analyses with project managers to assist in reaching maximum energy efficiency and return on investment goals.

Acts as a liaison between the County and the Department of Energy as established in by ‘The Better Buildings Challenge’.

Maintains an Energy Star Portfolio Manager Database for tracking and reporting energy consumption goals as established by ‘The Better Buildings Challenge’.

Continually evaluates standard operating procedures in the area of utilities and sustainability to ensure the Financial Services Department is providing the highest quality services to external vendors and internal departments.

Serves as a back-up to other members of the Accounts Payable Division and performs Accounts Payable specific functions as necessary.

Makes mathematical calculations; verifies various accounting tables and reports.

Performs other related duties as required.

Regular and predictable attendance is required.

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

Bachelor's Degree in Business Administration, Accounting, Finance or related field from an accredited college or university.

Two years of accounting/bookkeeping experience in a governmental environment.

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certifications:

None.

Knowledge, Skills, and Abilities:

Knowledge of environmental sustainability issues and policies relevant to local government.

 

Knowledge of local government organization and function.

Knowledge of Generally Accepted Accounting Principles (GAAP), practices, methods, and procedures as well as the technical aspects of fund accounting.

Ability to read, interpret, and apply local ordinances and State laws governing the financial administration of County Government.

Policy writing skills and an understanding of local government’s goals and objectives and relevant policies.

 

Knowledge of modern office practices, procedures and equipment including computers and spreadsheet applications.

Proficiency in Microsoft Office with a required intermediate skill level in Microsoft Excel.

Strong analytical and problem-solving skills with the ability to research and reconcile difficult accounts.

Excellent attention to detail and time management skills.

Strong advocacy of environmental standards and ethics for projects.

 

Ability to handle multiple priorities effectively and efficiently.

Ability to plan, organize, and/or prioritize daily assignments and work activities.

Excellent and effective verbal and written communication skills.

Ability to convey information in a clear and concise manner.

Ability to make timely decisions.

Ability to interact professionally with staff at all levels of the organization, senior management, elected officials, department/division heads, the public, and other governmental entities and agencies.

Ability to co-ordinate projects within budget and milestones.

 

 

ADA MINIMUM QUALIFICATIONS:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.

Sensory Requirements:  Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.

 

This class specification should not be interpreted as all inclusive.  It is intended to identify the major respon­sibilities and requirements of this job.  The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specifica­tion.