Payables Lead

CITY OF HENDERSON, KENTUCKY
CLASSIFICATION SPECIFICATION

CLASSIFICATION TITLE:                                                                                              PAYABLES LEAD


PURPOSE OF CLASSIFICATION

The Payables Lead serves as lead worker for accounts payable operations, coordinating and overseeing the processing of City-wide invoices, vendor maintenance, credit card administration, fixed asset tracking, and payroll review functions while providing guidance and support to accounting staff to ensure compliance, accuracy, and efficient financial operations.

ESSENTIAL FUNCTIONS

The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

•Oversee and administer the City's accounts payable function, ensuring all invoices are processed timely, accurately, and in compliance with City policies, procedures, budgetary requirements, and generally accepted accounting principles (GAAP).
•Review, verify, and approve accounts payable transactions to ensure proper account coding, supporting documentation, authorization, and compliance with purchasing policies.
•Monitor invoice processing workflows and resolve discrepancies with departments and vendors.
•Establish and maintain vendor records within the financial management system, which includes any new vendors and updating vendor payment information as needed from check to ACHs.
•Review vendor setup documentation to ensure compliance with IRS requirements, City policies, and internal control standards.
•Maintain accurate vendor files and supporting documentation within the financial management system.
•Prepare or complete various forms (W-9), reports, correspondence, or other documents as needed.
•Provides training to new employees on the purchasing process, procedures, and software.  Provides direction, technical assistance and guidance as needed.
•Maintains a detail record of all City credit cards (US Bank, Shell, Walmart, Lowe’s, etc.)  including correspondence with the issuing bank.
•Perform monthly reconciliations of all City credit card statements, ensuring expenditures are properly documented, approved, and recorded in the appropriate accounting period.
•Creates and maintains spreadsheets and databases; enters and retrieves information; and gathers, reports and/or forwards information upon request. This could include maintaining the City’s fixed asset schedule and supporting documentation. 
•Maintain accurate records of capital assets, including acquisitions, disposals, transfers, and depreciation schedules.
•Oversees the fixed asset physical inventory count as needed.
•May move funds as needed between bank accounts for AP/payroll as directed.
•Reviews payroll hours for the finance department and all other City departments for completeness, accuracy, and compliance with payroll policies. Assists payroll personnel within each department with timekeeping questions as needed. 
•Assists with year-end tax forms for the City. This may include making sure we have the proper forms, reviewing W-2s to be uploaded to IRS for filing, reviewing and/or uploading 1095C. 
•Works with new employees on the payroll payment process.
•Assists the Accounting Manager with any additional payables activities as needed.
•Ensure adherence to applicable federal, state, and local regulations affecting accounts payable, payroll, and financial reporting activities.
•Supervise, train, assign work, and provide daily direction to two Accounting Specialists responsible for accounts payable and related financial processes.
•Review staff work for accuracy, completeness, and compliance with established internal controls and departmental procedures.
•Prepares a variety of administrative and/or operational reports.
•Performs a variety of general office duties, such as filing, typing, faxing, and performing data entry tasks.
•Stays current with and operate a computer with software required to perform essential functions of the position.
•Maintains regular and predictable in person attendance during regular business hours of the City of Henderson is required.
•Must undergo and successfully complete drug test and alcohol screening prior to employment and undergo and successfully complete future drug test and/or alcohol screening pursuant to the City’s Drug and Alcohol policy.

ADDITIONAL FUNCTIONS

Performs other related duties as required, necessary, or assigned.

MINIMUM QUALIFICATIONS

Associate’s degree or Bachelor’s degree in business administration, accounting, purchasing, or closely related field: supplemented by vocational/technical degree with training emphasis in accounting, office management skills, and computer skills required;  supplemented by three (3) years previous experience and/or training that includes purchasing, office management,  accounting, and computer skills required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.  May be required to obtain and maintain a certified Notary Public.  

PERFORMANCE APTITUDES

Data Utilization:  Requires the ability to calculate and/or tabulate data. Includes performing subsequent actions in relation to these computational operations. 
Human Interaction:  Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity.
Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. 
Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning:  Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.


ADA COMPLIANCE

Physical Ability:  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements:  Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.  Some tasks require the ability to communicate orally.
Environmental Factors:  Performance of essential functions may require exposure to adverse environmental conditions, such as violence, disease, or pathogenic substances.


This job description does not constitute a contract of employment.  Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employees.  This job description is subject to change by the employer (the City of Henderson) at the discretion of the employer, or as the needs of the employer and/or requirements of the job change.  The City of Henderson explicitly reserves the right to modify any of the provisions of this job description at any time and without notice.  The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties or essential functions does not exclude them from the position if the work is similar, related, or a logical assignment to the position.