Finance Analyst (Accounts Payable)

Under the general direction of the Finance Director, the Finance Analyst is responsible for administrative and clerical duties related to accounts payable processing. Key responsibilities include maintaining vendor files, processing invoices and payment requisitions, issuing checks and remittances, and managing tax documentation and compliance for W-9s and 1099 forms. The role also oversees accounts payable records management, ensures proper purchase order and encumbrance control, and supports various accounting functions. Additionally, the Finance Analyst facilitates clear and effective communication with vendors and City staff regarding accounts payable matters.The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

• Process and verify invoices, ensuring accuracy in vendor payments, coding, and approvals.
• Monitor accounts payable to prevent late payments, duplicate transactions, and errors.
• Reconcile vendor statements, research discrepancies, and coordinate with departments for timely resolutions.
• Maintain and update financial records, including vendor information and payment details.
• Collect, review, and maintain W-9 forms for vendor compliance and proper tax classification.
• Prepare and issue 1099 forms to applicable vendors in compliance with IRS regulations.
• Ensure compliance with internal financial controls, policies, and external regulations.
• Generate reports and spreadsheets to track expenses, cash flow, and departmental allocations.
• Process and distribute invoices, statements, and financial documents through appropriate channels.
• Assist the Purchasing Manager with procurement processes, vendor management, and purchase order tracking as needed.
• Handle month-end and year-end close processes, including reconciling accounts payable, verifying financial data, and assists with preparing necessary adjusting entries.
• Perform account reconciliations to ensure accurate financial reporting and compliance with internal policies.
• Monitor, track, and ensure the safekeeping of check stock inventory to maintain security and prevent unauthorized use.
• Print checks and process ACH payments for invoice settlements in accordance with payment schedules.
• Provide excellent customer service by responding to inquiries from vendors, employees, and departments regarding financial transactions, payments, and account reconciliations.
• Investigate and resolve customer concerns, complaints, and disputes related to invoices, payments, and vendor accounts in a professional and timely manner.
• Assist with auditing processes by compiling necessary financial data and documentation.
• Attendance at off-site courses/trainings/seminars may be required.
• Additional Functions:
  • Performs other related duties as required.

• Education and/or Work Experience Requirements: Bachelor’s degree in Accounting, Finance, Business Administration, or related field.  Minimum of 3 years of progressively responsible experience in revenue management, accounting, or related financial operations, preferably in a government or public sector setting.  An equivalent combination of education and experience may be considered.
• Additional Requirements:
  • Working knowledge of Tyler Munis software is desirable but not required.

Leadership: 
Has guidelines for work but determines the approach.
Complexity:
Performs technical or trades-based work that requires a solid understanding of basic algebra and statistics. 
Decision Making:
Works in a responsive environment where co-workers or citizens bring problems to the employee for resolution. Is responsible for determining the problem and creating an individual solution for the issue.

Competencies/Knowledge, Skills, and Abilities:

Working Conditions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

Limitations and Disclaimer:

The above position description is meant to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties and skills required for the position.

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position, and those duties may change, be eliminated, or expanded in accordance with the needs of the City of Milton. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor and in compliance with federal and State laws and applicable regulations.

The City of Milton is an equal opportunity employer and does not discriminate or retaliate against job applicants or employees on the basis of age, sex, race, national origin, military service, genetic information, disability, pregnancy, religion or on the basis of any other protected category. Job applicants and employees may request reasonable accommodations, in accordance with Americans with Disabilities Act. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some essential job requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

The requirements listed in this description are representative of the minimum levels of knowledge, skills and/or abilities required to perform this position successfully, and the applicant and/or employee must possess the listed abilities or aptitudes to perform each duty proficiently. Continued employment with the City of Milton remains on an "at-will" basis. This description does not create a property interest, an employment agreement, or alter the terms and conditions of any other policy or agreement that may be in effect now or in the future.