Job Description

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Under the supervision of the Director of Planning, Budget and Personnel, this position is responsible for preparingand processing weekly invoices and payments for goods and services. The Senior Account Clerk will also perform various duties including bill reconciliation, cost analysis and researching contracts for procurement. Specific duties include but are not limited to:

• Collect and review all requests for purchases and invoices for accountingaccuracy.

• Maintain vendor accounts for tracking accountspayable/receivable.

• Process bills received and prepare payment schedules forvendors.

• Maintain a computerized detailed list for billing/vendor accounts. Help maintain regular communication with vendors through dailycontacts.

• Manage debt collection with unresolved vendoraccounts.

• Manage Accounts Receivable tracking of vendor calls for debt collection and maintaining accurate files when invoices arepaid.

• Report monthly on accounts payable and receivable, complaint issues both resolved andpending.

• Share responsibility for planning and preparation of monthly and quarterlyreports.

• Perform weekly audit of outstanding fiscal issues.

• Process department payments andrefunds.

• Provide a high level of customer service to employees and vendors.

• Act as a liaison with other City departments in particular Purchasing, Auditing andFinance.

• Prepare billings and fiscal information for various reimbursement programs and coordinate these billings with other divisions as well as other employees in the fiscaldivision.

• Work with Office of Planning, Budget and Personnel on related issues andprojects.

• Prepare payment schedules and records for payroll of contract ors

• Processrequisitionsandscheduleofpaymentsfor medicalbills,invoices,employee reimbursements and complete retiree reimbursements.

• Maintain fiscalfiling.

• Prepare Form20s, schedules, Forms 21s, and other documents as necessary.

• Researchfiscal records,workwithpurchaseorders,use FS/PeopleSoftcomputerprogramto provide fiscalinformation.

• Perform other tasks and administrative duties as assigned, including general assistance with reimbursement matters, payroll, grant reports, questions relating to benefits and available resources, human resources related special projects, and budget relatedprojects.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

MINIMUM REQUIREMENTS:

• Excellent communication, organizational, analytical, planning, and keyboarding skills.
• Proficient in PeopleSoft Financials/applications or similar database application with the ability to learn new systems.
• Proficient in Microsoft Office applications, particularly Excel and Access.
• Working knowledge of office equipment including PCs, calculators, photocopiers, and telephones.
• Three years of office work experience particularly in accounting and/or the preparation and maintenance of payroll records.
• Experience with administrative, financial, human resources/personnel work in a large organization is highly desired, as is experience in handling confidential and sensitive information.
• Demonstrated customer service experience.
• Must be able to deal with the diverse public in a professional manner.
• At least one year of administrative support experience in accounts payable/receivable, finance, and/or debt collection or an associate degree in accounting or related field preferred.

PHYSICALDEMANDS: Ability to access, input, and retrieve information from a computer.Answer telephones and maintain multiple files. May require minimal lifting of up to 10pounds.

WORK ENVIRONMENT:Standard office environment. Fluorescent lighting, carpeted floors, and air conditioning. Requires attendance at meetings.

REQUIRED DOCUMENTS:

• Resume

• Cover Letter