Accounts Payable Administrator

TOWN of JOHNSTON

Accounts Payable Administrator (Position within 1491 Collective Bargaining Unit)

This position is responsible for Accounts Payable Administrator as well as a variety of administrative and finance support functions. Under the general supervision of the Finance Director and Assistant Finance Director who assigns and reviews work.

The Accounts Payable Administrator performs a variety of tasks related to the functions of the Finance Department such as:

• Maintaining files and records, processing bill payments, and recording information in the Town’s Accounting system.
• The Accounts Payable Administrator collaborates with members of the Finance Department, other departments, and outside vendors using telephone and email communications, and performs related work as required.
• Typical duties and qualifications to include, but are not limited to the following: Distribute invoices to all department for approval.
• Processing bill payments every 1st and 15th of each month through the Phoenix Accounting System.
• Maintain check logs, requisitions, PO’s and all paid invoices for auditing purposes.
• Run expenditure, vendor and PO reports as well as check registers for the Finance Director and Auditor purposes.
• Researching and preparing and gathering all documents and reports pertaining to the Fiscal Year budget and annually auditing process for the Finance Director.
• Maintaining files.
• Including all Vendor files throughout each fiscal year.
• Recording and filing vendor correspondence and invoices.
• Receipt and processing if purchase orders and invoices from other town departments as well as managing purchase order balances.
• Responding to requests for detailed information regarding procedures and payments in process via telephone and email.
• Researching and preparing reports on payments.
• Entering data using the Town’s Accounting System.
• Allocate and journalize gasoline, diesel, credit card & postage expenses for every department.
• Allocate all solar energy bills, credits and payments due.
• Gather all gas and electric bills for the town departments to pay monthly through ACH payments.
• Break down payments by department budget line accounts.
• Journalize the payments for each department every month.
• Maintaining accounts (ascertaining that payments are in order and properly coded for posting, conferring with representatives of other departments).
• Responding to requests about budget, bidding and quote processes and procedures for all departments.
• Mail machine operations-mail back up, reports, updates and authorize funds. Receiving, sorting, and routing mail.
• Reviewing invoices for errors and confirmation of the Town’s policies.
• Processing invoices, printing, and mailing checks.
• Following up on outstanding invoices and delinquent accounts.
• Opening new vendor accounts, maintaining, and processing W9 forms.
• Order and maintain supplies for the Finance Department as well as copy paper for the entire Town Hall.

POSITION REQUIREMENTS:

• Ability to record data accurately.
• Strong attention to detail.
• Strong organizational skills.
• Knowledge of accounting terminology and practices.
• Ability to understand and follow detailed instructions.
• Ability to collaborate effectively with others.
• Ability to operate common office equipment.
• Proficiency in productivity software such as Microsoft Excel and Word.
• Outstanding oral and written communication, and interpersonal skills.
• Strong math skills.
• Experience using Phoenix Accounting system for the processing and maintenance of financial accounts preferred.

Pay: $27.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Retirement plan

Work Location: In person