Accounts Payable Coordinator

POSITION SUMMARY

• Performs a variety of complex professional and technical accounting and financial functions in maintaining the financial records of the Township. The Accounts Payable Coordinator works under the general supervision of the Finance Supervisor. Work requires initiative and independent judgment and is periodically reviewed.


• Work is performed during regularly scheduled hours and may involve additional hours as needed.


• The position is exempt under the Federal Fair Labor Standards Act.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Coordinate the Township’s accounts payable process, including purchase requisitions/orders, invoice preparation and review, report preparation and related department assistance.


• Ensure invoices and purchase requisitions comply with the Township’s procurement policies.


• Perform treasury and cash management functions including bank account transfers, ACH batch management, and related accounting entries.


• Maintain the Township’s Purchasing Card (P-Card) program, audit transactions, and troubleshoot complex or unusual transactions.


• Reconcile bank statements monthly, and ensure all activity is recorded properly and timely in the Township’s accounting system (AccuFund).


• Deposit cash at the bank, typically weekly.


• Update the general ledger chart of accounts and maintain fixed asset records throughout the year.


• Assist with the other Finance Department functions as needed, including payroll, payables, cash receipts, financial reporting, budget development & monitoring, and treasury management.


• Perform other special projects as assigned by the Finance Supervisor or the Director of Finance.

QUALIFICATIONS

Necessary Knowledge, Skills, and Abilities

• Working knowledge of generally accepted accounting principles (GAAP).


• Proficiency with Microsoft products (Word, Excel, PowerPoint) and other common business applications.


• Working knowledge of financial software, and the ability to quickly learn and understand new software programs.


• Working knowledge of payroll, accounts payable, and accounts receivable functions.


• Computational skills, manually and with a calculator or software; problem solving skills, as the employee must be able to resolve discrepancies.


• Ability to accurately account for Township funds.


• Ability to evaluate needs and develop or refine related processes to create efficiency.


• Ability to carry out multi-dimensional tasks with accuracy critical to the success of the task.


• Ability to maintain efficient and effective financial systems and procedures.


• Ability to plan, organize and complete assigned tasks in a timely fashion.


• Ability to adhere to policies, procedures, and deadlines.


• Ability to organize and maintain records and files.


• Ability to prepare and analyze financial reports.


• Ability to work and communicate clearly and effectively, both orally and in writing in the English language, with Township employees, elected officials, other agencies, and the public.


• Ability to operate the tools and equipment listed below.


• Ability to maintain confidentiality.


• Must be able to work on-site during scheduled hours, as this role requires in-person collaboration and access to office resources.

Education and Experience

• A combination of experience and education will be considered including a bachelor’s degree in finance or a related field with one to two (1-2) years of related experience, an associate’s degree in finance or similar field with three to five (3-5) years of related experience, or equivalent work experience.

EQUIPMENT USED

• Township vehicle, personal computer, including spreadsheet software, printer, adding machine; copy/scanning machine; fax machine; calculator; and phone.

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


• While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, equipment and reach with hands and arms.


• The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


• The noise level in the work environment is usually moderately quiet.

SELECTION GUIDELINES

• Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.


• Must possess a valid and current PA State Driver's License or have the ability to obtain one prior to employment.


• 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 does not exclude them from the position if the work is similar, related, or a logical assignment to the position.


• The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

USC Job Grade 4