Purchasing & Accounts Payable Coordinator

Class Description

Position Title: Purchasing & Accounts Payable Coordinator FLSA Status: Non-Exempt

Reports to: Assistant Director of Finance

General Description

The purpose of this job within the organization is primarily to provide for the administration/payment of all City accounts payable and purchasing functions. Perform a variety of other accounting, budgeting, and reporting projects as needed/assigned, including monthly reconciliation of the City's operating bank account and assistance with the preparation of the City's budget document.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job/class as necessary.

Essential Functions:

Assist staff with questions regarding purchasing and payables processes, policies, and other related information.

Critical review of departmental submitted pay request documentation and invoices for completeness, authorization, classification, and timeliness.

Overall allow purchase/expenditure and identify issues/concerns to be brought to the Finance or Assistant Finance Director's attention.

Check information for accuracy and consult with managers and staff concerning the budgeted allotment of monies for departments.

Process and print checks to be distributed to the correct vendor.

Work with bank's software to send files with vendor check information for positive pay (fraud ID system), process stop payments, and retrieve copies of canceled checks for grant reimbursements.

Answer any questions or print reports concerning balances for specific line items

Create monthly reports in excel for all monies collected at the front window, web payments, and pay stations.

Reconcile vendor checks cashed at banks and generate a monthly report showing outstanding checks.

Review outstanding checks report and determine what action is needed (voided or reissued).

Timely reconciliation of all bank statements and identify mistakes and potential fraud.

Create the monthly report for the cash fund in the general ledger, and reconcile it with the bank statement

Enter data/transactions in the I-Series software to process checks for payment to vendors

Enter and create journal entries into the general ledger for adjustments as needed. Create and maintain a monthly utility report for the Department of Public Works.

Train and work with backup staff in check processing duties.

Additional Duties:

Assist Finance Director with preparing the City's budget and related documents. Including but not limited to the initial review and setup of the new Proposed Budget; gathering information needed (ex., tax rates, demographic data, and historical information); preliminary review; and updates of prior year documentation.

Assist with the annual audit by preparing client-requested information, preliminary test work, and other requested information.

Additional duties may be assigned as needed.

Responsibilities, Requirements, and Impacts

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Gathers, organizes, analyzes, examines, or evaluates data or information and may prescribe action based on these. Requires attention to detail to significantly reduce the chance of mistakes and fraud risk. Works with City's financial software system, I-series, Bank of America Cash Pro-System, and Microsoft office suite.

People Responsibility:

People include co-workers, workers in other areas or agencies, and the general public.

Speak with vendors concerning invoices and payments. Works with Directors, managers, and other staff relating to processes and budget allowance for their departments. Create reports as needed.

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires responsibility to review invoices compared to the amount requested on purchase orders. Balancing the cash fund account; handles supplies of high value or moderate amounts of money.

Mathematical Requirements:

Mathematics requires the use of symbols, numbers, and formulas to solve mathematical problems.

Basic understanding of math, including the ability to apply that understanding to add, subtract, multiply, divide, calculate percentages, proportional/ratio calculations, etc. Ability to use a 10-key (calculator) and Excel spreadsheets.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Basic written and oral communication skills. Establishes and maintains effective working relationships with City staff, management, and vendors.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Must be able to make independent judgments and assessments related to understanding the impact of transactions on the City's finances and budget. The ability to determine the necessity, allowability, and legality of various expenditure and payment requests.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration, and creativity required by the job and the presence of any unusual pressures present in the job.

Knowledge of the City's accounting system, code structure, and overall financial operations. Data entry and retrieval of information/reports from various financial systems are required to provide information and respond to inquiries related to programs and operations.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

Consequences of errors can result in a variety of losses and related magnitude. Errors can result in loss of cash and physical assets, loss of data, incorrect reporting; missing statutory reporting deadlines; exposure of the City to legal action, and other losses of City assets and reputation.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Ability to pack and file boxes of previous years' data.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Ability to use various office equipment, including computer, calculator, phone, fax/copy machine, postage machine, folding machine, and shredder.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None; the work is performed in an office environment.

Safety of others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public. (Does not include safety of subordinates).

Requires responsibility for the safety and health of others.

Minimum Education and Experience Requirements:

An associate degree or higher, preferably in accounting; or equivalent.

Two years of experience in accounting/payables or equivalent training and experience.

Considerable knowledge of accounting, bookkeeping, and financial management is required.

Special Certifications and Licenses:

CPA designation preferred, not required

Americans with Disabilities Act Compliance

The City of College Park, MD, is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities.

Prospective and current employees are encouraged to discuss ADA accommodations with management.

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