Office Specialist - Accounts Payable at Harvey County – Newton, Kansas

Functional Job Analysis - Clerical.pdfOffice Specialist-AP .docx

JOB DESCRIPTION

POSITION SUMMARY

This position is responsible for providing clerical and accounting duties in maintaining the accounts payables for Harvey County.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

• Processes accounts payables into system, verifying the input and source documents, and running necessary reports; issues payments and balances reports. Performs recordkeeping for the backup and audit processes.
• Maintains and updates filing, mailing, database systems and records. Updates vendor information, accounts payable data and determines balances owed.
• Prepares invoices for other agencies that share expenses with the County.
• Communicates with departments, vendors, and other individuals to answer questions, disseminate or explain information.
• Analyzes vendor accounts and negotiates extended terms with vendors when cash is restricted.
• Prepares and distributes 1099 documents annually; prepares additional IRS documents as required.
• Completes research of payments and invoices to determine appropriateness.
• Monitors and contacts vendors with outdated warrant checks as necessary; initiates check voids as needed.
• Assists in monthly closings. Assists with special projects as necessary.
• Provides customer service to internal and external customers; addresses and resolves customer questions as able and refer complex inquiries, requests, or complaints to appropriate staff.
• Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail.
• Composes routine correspondence; proofreads and edits documents.
• Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Maintains electronic, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Department and County policies.
• Assists with election responsibilities including voter registration, voter roll maintenance and election setup, preparation and tabulation.
• Assists with entering and maintaining special assessments including Solid Waste fees.
• Assists with corrections to the tax roll, deed transfers and assist with the intangible tax roll.
• Assists with processing daily deposit and balances to receivables journal.
• Assists in the sale of Wildlife and Park licenses and permits, preparing homestead filings and provides Notary services as needed.
• Other duties as assigned.

MINIMUM REQUIRED QUALIFICATIONS

• Associate's degree from an accredited college in Administration or Accounting or two (2) years of general bookkeeping /accounting and office experience.
• Notary Public designation or eligibility.

SUPERVISORY RELATIONSHIPS

Reports to the County Clerk. Works under the scope of general policies, procedures and objectives and is carried out in accordance with standard practices, instructions or previous training. This position carries out responsibilities in accordance with County Government's policies and applicable laws. Incumbent has no supervisory responsibilities.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of administrative policies and procedures of the County.
• Knowledge of current office practices and procedures consistent for this position.
• Knowledge of computer software consistent for this position.
• Knowledge of principles and practices of budgeting, fiscal management, project management principles and techniques.
• Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Skill in accounting and accounts payable/receivable practices, procedures and methods.
• Skill in researching and understanding complex written materials.
• Skill in analyzing complex administrative information and issues, defining problems and evaluating alternatives, and recommending methods, procedures, and techniques for resolution of issues.
• Ability to adapt and take control of situations, dictating subordinate activities in a responsible manner.
• Ability to instruct and train in methods and procedures.
• Ability to organize, assign, and modify the work assignment of others, and (re)-establish priorities to meet deadlines.
• Ability to establish and maintain accurate records of assigned activities and operations.
• Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Ability to perform mathematical calculations required of this position.
• Ability to communicate clearly, concisely and effectively in English in both written and verbal form.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to analyze facts and to exercise sound judgment in arriving at conclusions.
• Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
• Ability to handle sensitive interpersonal situations calmly and tactfully.
• Ability to maintain professionalism at all times.
• Ability to maintain effective working relationships with individuals within and outside the organization.
• Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of Freedom of Information Act and other applicable State and Federal statutes and regulations.
• Ability to work the allocated hours of the position and respond after hours as needed.

PHYSICAL AND WORK ENVIRONMENT

The physical and work environment characteristics described in this description 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 or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.

• Essential Physical Functions of the position are provided in the Functional Job Analysis Attachment.
• Ability to observe details at close range.
• Communication is required for expressing or exchanging ideas so others understand.
• Work has no exposure to adverse environmental conditions.
• Work is generally in a moderately noisy office setting.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. 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.

EMPLOYEE ACKNOWLEDGMENT

I have received, reviewed and fully understand this job description. I further understand that I am responsible for the satisfactory execution of the essential functions as well as skills and abilities described therein. Furthermore, I understand this document will change over time, as necessary. From time to time, I understand I may be asked to perform duties and handle responsibilities that are not specifically addressed in my job description. I understand that this does not constitute an employment agreement.

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Employee Signature Date

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Employee Printed Name

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Supervisor Signature Date