General Summary
Under the supervision of the Finance Director, prepares and processes all accounts payable for payment. Enters all accounts payable-related information into the system, prepares checks, balances accounts, and generates related reports. Serves as liaison with vendors and responds to their inquiries. Assists the departments with the accounts payable process.
Essential Functions
1. Prepares accounts payable for payment by checking the accuracy and propriety of invoices against purchase orders and contracts and ensures that billings are verified against a purchase order and have been received by the appropriate party. Obtains or ensures approval on invoices without purchase orders. Enters vendor and account number to each invoice.
2. Enters all vouchers for payment to the system. Enters all vouchers for approval of payment by the Finance Committee and Board. Prepares reports of pre-approved bills and bills needing approval Processes, prints, and distributes all checks.
3. Responds to inquiries of vendors on the status of payment or any other issues related to the accounts payable process. Ensures that any available discounts are extended to the County. Maintains vendor files.
4. Assists the Departments with the accounts payable process and may assist the Finance Director in training departmental liaisons.
5. Assists the Finance Director in maintaining the chart of accounts and reviews all invoices and vouchers for compliance.
6. Balances all expenditure accounts monthly.
7. Enters all budget amendments to the system following approval of the Board.
8. Maintains the credit card purchase file and reviews purchases for compliance to County policy. Refers questions to the Finance Director. Processes and pays bills.
9. Maintains the purchase file in a spreadsheet program.
10. Assists the Finance Director with various assignments, including preparing for the audit and monthly and year-end balancing.
11. Generates periodic reports to verify balancing of accounts and files invoices when paid. Prints updated reports including open invoice report.
12. Performs a variety of support tasks such as maintaining the postage meter, creating and maintaining files, and obtaining W-9 and insurance statements for contractors.
Desired Qualifications:
High school graduation or equivalent, prefer some advanced coursework in accounting and data processing. Two years' experience in an office environment utilizing a personal computer and software related to that of the County, preferably with some accounts payable experience.
Interested applicants should send a cover letter, resume, and county application via email to [email protected] or via mail to:
Melanie Doughty
400 Elm Street, Room 201
Big Rapids, MI 49307
The position will remain open until filled.
