Listing Summary

City of Centerville

Job Description

 

Job Title: Accounts Payable/Payroll Clerk

Department: Fin. Administration

FLSA Status: Non-Exempt

 

Reports to: City Accountant

Hourly Rate of $18.42 to $21.36

Revision Date: 08/2024

 

 

 

JOB SUMMARY:

This position is responsible for the completion of payroll for city employees and timely processing of all accounts payable invoices for payment.

 

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

MAJOR DUTIES:

The following duties are representative of the work required for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

 

Payroll

 

• Reviews employee timesheets for accuracy and completion, of hours worked, leave used and classification of regular leave, annual leave, sick leave, overtime and holiday pay.
• Update and maintain employee leave and reconcile at year end with leave in the payroll module
• Input of hours from timesheet into the payroll system, generation of payroll register and other associated payroll reports.
• Calculate and prepare ACH payroll transfers
• Generate ACH direct deposit file and upload to bank portal to process
• Generate paper checks for employees not on direct deposit
• Calculate and prepare biweekly tax deposits for 941 taxes and Georgia state withholding.
• ACH payment for the City’s 457(b) deferred compensation plans.
• Monitors and update payroll deductions and adjustments for changes in rate of pay, insurance, direct deposit, Aflac and deferred compensation.
• Set up records for new hires, terminations and status changes.
• Prepare quarterly tax reports for 941 taxes, Georgia withholding and SUTA.
• Prepare quarterly and year- end reconciliations of deposits on the quarterly tax reports with deposits per the bank statement.
• Maintain and organize payroll files/records for archiving
• Prepare and process W-2’s for electronic filing and distribution to employees
• Manages the annual workers compensation audit     

 

 

 

 

 

 

Accounts Payable

 

• Generate weekly accounts payables for payment.
• Maintain and update vendor files in accordance with SAVE and E-verify state requirements.
• Enter new vendors in the AP module per the completed vendor packet
• Receive and process all invoices for the City classifying to the correct fund/department and account number in accordance with the Uniform Chart of Accounts
• Inspect invoices for date so as to timely process.
• Reconcile invoices/receipts to vendor statements received.
• Coordinates with department heads the approval and sign off of invoices for each department
• Communicate with vendors by email or phone as necessary
• Process invoices and generate checks to be mailed
• Generate and upload an excel schedule for all check files processed to the bank portal prior to mailing out any bills.
• Manage all voided checks through the AP system as well as the bank portal
• Daily management of positive pay through the banking portal for any exceptions of checks
• Process E-verify report annually for vendors performing services to the City over $2499

 

 

As time allows, assist City Accountant with other tasks relative to:

• Reconciliation of bank statements
• maintaining general ledger accounts
• assisting with journal entries and expenditure analysis
• assisting with the annual audit
• assisting with budget preparation and analysis

 

 

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of the principles and practices of public finance, budgeting, and accounting.
• Knowledge of modern office equipment and its usage.
• Knowledge of software necessary to complete required functions of the position, including databases.
• Ability to multi-task.
• Ability to communicate with the general public effectively both orally and in writing.
• Ability to understand and explain city policies, procedures, rules and regulations.
• Ability to gather and compile data for reports.
• Ability to meet the general public and discuss problems and complaints.
• Skill in operating general office equipment, including a calculator, typewriter, and word processor.

 

 

 

 

 

 

 

 

 

 

 

MINIMUM TRAINING AND/OR EXPERIENCE TO PERFORM ESSENTIAL JOB FUNCTIONS:

The Accounts Payable/Payroll Clerk shall possess at least a High School diploma or GED required with at least three years’ experience in general office and secretarial work, along with account payable/payroll clerk duties or related area; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. This position requires a strong knowledge of computers.

 

SUPERVISORY CONTROL AND RESPONSILITIES:

The Accounts Payable/Payroll Clerk will report to the City Accountant.

 

TRAVEL:

The Accounts Payable/Payroll Clerk may be required to periodically travel to meetings held throughout the state of Georgia. The Accounts Payable/Payroll Clerk must possess a valid driver’s license and must have access to reliable transportation. The Accounts Payable/Payroll Clerk sometimes may be required to attend meetings that occur during the evenings (after working hours) and/or during the early morning (prior to working hours). Occasional overnight trips may be required.

 

GUIDELINES:

The Account Payable/Payroll Clerk utilizes regulations and data set forth in accordance with City of Centerville Ordinances, City of Centerville Personnel Policies and Procedures, the Georgia Open Records Act, the Georgia Records Retention Schedule, GASB 34, the Fair Labor Standards Act, and other requirements set forth by state and federal government entities.

 

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

 

LANGUAGE SKILLS:

The incumbent is required to possess the ability to read a variety of informational documentation, directions, instructions, and methods and procedures. The incumbent is required to possess the ability to write reports and essays with proper format, punctuation, spelling and grammar, using all parts of speech. This requires the ability to speak with and before others with poise, voice control, and confidence using proper grammar.

 

MATHEMATICAL SKILLS:       

The incumbent must have the ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals. The AP/PR Clerk must also be able to compute percentage and be able to interpret various graphs. Detailed financial reports, forecasts, and projections must also be completed by the incumbent in order to convey appropriate information to the Mayor, City Council, and City Administrator.

 

COMMUNICATION SKILLS:

The Accounts Payable/Payroll Clerk must be able to communicate effectively in both oral and written form, in a professional manner, in order to give or exchange information, resolve problems, provide service, direct the efforts of others, stimulate the quality of performance, and discipline subordinates. Contacts are generally made with city employees, as well as regional and state officials and bureaucrats.

 

REASONING ABILITY:

The Accounts Payable/Payroll Clerk must have the ability to apply common sense understanding to carry out instructions furnished in written, oral, tabular, spreadsheet, financial report, or diagram form. The incumbent must also have the ability to address multiple problems involving several concrete or abstract variables in standardized situations.

 

 

 

 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, use a computer, talk, and listen. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

 

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. The typical work environment is within an office with noise levels usually being low to moderate.

 

I, the employee, understand that this document is not to be construed as a contract, either implied or explicit. All information contained herein is merely an attempt by the City of Centerville to explain the essential duties that I am expected to perform. I understand that, at my supervisor’s discretion, additional duties and responsibilities may be placed upon me at any time.

 

 

 

Employee’s Signature: _____________________________________ Date: ________________

 

 

 

Supervisor’s Signature: ____________________________________ Date: ________________