Accounts Payable Clerk

This position will be responsible for specialized accounting support activities involving the receiving, reviewing, processing, auditing of a variety of financial documents, responding to questions and inquiries regarding the special area of assignment.

Distinguishing Characteristics:
The Public Works Department’s accounting requires careful allocation of expenses and receipts to specific accounts. In many cases, federal and state funding of the Department’s maintenance and construction operations involve complex allocations and reporting.  
This position supports the Finance Manager, accounts receivable and accounts payable accounting support within this environment using complex computerized accounting programs and cost accounting procedures. In addition, the position provides general office support including customer reception in person and by telephone.  
The Accounts Payable Clerk serves as the primary backup and support for the Accounting Deputy. They are also responsible for the accounts receivables for all Public Works including Solid Waste and materials and equipment inventories. As such, they are required to acquire and maintain comprehensive knowledge of the related job duties associated with accounts receivable and accounts payable processes. This includes staying informed about relevant procedures, regulations, and best practices to ensure a seamless transition and effective support of. Other duties may be assigned as needed.

The Accounts Payable Clerk serves as the primary backup for the Accounting Deputy and the Administrative Assistant. As such, they are required to acquire and maintain comprehensive knowledge of the related job duties associated with them. The following examples of duties and accountabilities illustrates the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position. Employee must comply with all County and department policies, procedures, WAC’s and RCW’s, or other regulatory bodies. 

Duties/Responsibilities:

• Trains the Administrative Assistant and Accounting Deputy as a backup. 

Accounts Payable:

• Responsible for receiving, reviewing and processing invoices for all Public Work Divisions: County Roads, ER&R , Solid Waste, Pits & Quarries into a computerized system
• Responsible for ensuring correct BARS coding on each invoice 
• Maintaining and reconciling records such as warrant registers and monthly statements from vendors
• Maintaining vendor reference files and other systems
• These tasks include processing accounts receivable according to standard cost accounting and coding procedures
• processing payments, verifying accuracy of billings into computerized accounting systems
• maintaining and balancing such records as warrant registers
• Other duties as assigned

Collateral Assignments for Accounting Deputy Backup:
Accounts Receivable:

• Includes receiving, reviewing and receipting money from various county fund sources and allocating those funds to the proper county accounts. 
• Tasks also include preparing deposit documents and making deposits of funds received; processing and reconciling and auditing cash receipts, including preparing ledger entries; and preparing invoices. 
• Prepare variety of complex reports, statements and documents for major County financial projects, year-end projections and special management financial review track and maintain various accounts for correct monthly billing and tracks debt collection activities. 
• Analyze, audit and reconcile financial information on a monthly basis using the STAR report from the county. 
• The position makes accounting adjustments to depletion and additions of rock pits and quarries and enters invoices to appropriate accounts for such activity.

Equipment Inventory:

• Functions as first point of contact and technical advisor for the ER&R program 
• Responds to questions and provides guidance and understanding to customers regarding invoicing
• Responsible for maintaining employees into computerized fuel systems
• Compile, calculate and allocate fleet fuel charges and motor pool replacement costs
• Monitors monthly fuel costs to track trends to help analyze costs in a yearly basis
• Responsible for setting up equipment folders for new or updated assets. Responsible for issuing new fuel keys
• Processing and calculating monthly fuel data from computerized fuel system to collect monthly billing revenue.   All other County motor pool fleet billing related
• Tracks fixed assets and maintains related records such as depreciation schedules, additions/deletions, reserves and/or contributing capital
• Tracks, reconciles and calculates rates, costs and/or life span of assets and replacement funding
• Keeping track and verifying of fuel purchases throughout the month to get cost per gallon for fuel sales 
• Responsible for asset tracking within departments to ensure tracking in a timely manner.  
• Collect, inputs and maintains Pits and Quarries inventory and rock purchase
• Assigns reimbursable numbers for all reimbursable construction and road repairs 
• Other related duties as assigned by the Finance Manager

Collateral Assignments for Primary Administrative Assistant Backup:

• Welcomes and assists visitors with front counter transactions such as purchases of plans or assists in applying for permits as well as processing over width/weight permits, plat reviews and project plans.
• Answers and routes phone calls; Maintains social media platforms. 
• Picks up, sorts, and distributes all incoming mail; collects and process outgoing mail.  
• Responds to and resolves administrative inquiries and questions.
• Provides clerical, administrative support and assistance to the Public Works Senior Leadership by drafting correspondence, legal publication requests, invoices, reports, and other documents for leadership staff.
• Coordinates and schedules meetings, agendas, hearings, appointments and travel for leadership, managers and /or supervisors.
• Allocate mileage sheet for motor pool and fuel key replacement software.
• Performs data entry of information into data bases; maintains databases; filing systems, and ordering supplies.
• Delivers deposits to the Treasury Department. 
• Performs other related duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required

• High School Diploma or GED.
• Must be at least 18 years or older.
• At Least Two Years’ Experience in bookkeeping principles and procedures.
• Data Coding and Data Entry experience.
• Valid Driver’s License: With proof of automobile insurance.
• Background Check: Must have an acceptable background record.
• Driving Abstract: Must have an acceptable driving record.

Incumbents are also required to have demonstrated substantial knowledge and abilities in these areas:

• Accounts Payable and Receivable
• Experience in Governmental “BARS” Accounting System
• Customer Service and General Office Support
• Desk top computer operation with complex accounting software applications
• Microsoft Excel 
• Effectiveness in interpersonal and interagency relationships

Preferred

• Associate’s degree in Bookkeeping or closely related field
• Governmental Accounting Principles and Practices “BARS”

These skills and abilities typically are acquired through a combination of experience and training. Experience may be substituted for education. Working Conditions:
The work of the position is carried out in an office environment sitting at a desk or workstation with desktop computer and standing or sitting at a public service counter. Occasional lifting of office paper supplies may be performed, but is voluntary and incidental to the position’s purpose. Travel is not required as a normal part of the job.

Physical Requirements:
The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak, and lift up to 50 lbs. of unequal weight. Specific vision abilities required by this job include close and distance vision, peripheral, depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.