ACCOUNTS PAYABLE SPECIALIST I/II - Ukiah
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300 SEMINARY AVENUE UKIAH, CA 95482-5400 Phone# (707) 463-6200 Fax# (707) 463-6204 Web Address: www.cityofukiah.com JOB DESCRIPTION ACCOUNTS PAYABLE SPECIALIST I/II DEFINITION Under general supervision of the Director of Finance, to process all City payables and perform various difficult and complex accounting functions. Allocate charges to the appropriate budgets, and perform related duties as assigned. The Accounts Payable Specialist I is the entry level class in this skilled series and performs the more routine accounting and financial recordkeeping and reporting functions. The Accounts Payable Specialist II is the skilled class in this series. An increased level of experience, expertise and responsibility is required above the Accounts Payable Specialist I position which demonstrates a journey level of proficiency. EXAMPLES OF DUTIES : (These examples are intended only as illustrations of the various types of work performed. The examples of work performed are neither restricted to nor all- encompassing of the duties to be performed under this job title.) (E=Essential Duty; M=Major Portion of Time) Process the payment of City payables insuring accurate payment and distribution. (E- M) Allocate account charges against the appropriate budgets. (E-M) Coordinate with the Purchasing Division in the management of purchase orders, encumbrances and invoice payments. (E-M) Manage payable processing according to timeframes which will optimize productivity of City funds. (E-M) Answer vendor and internal payment inquiries. Produce reports and analyses of payable activity for review by City Council and Staff. (E) Analyze and reconcile year-end reporting of encumbrances to Budget Officer and Finance Director. Coordinate accounting activities with other City departments and divisions as well as with outside agencies. (E-M) Provide administrative support to the Director of Finance as needed. Prepare various audits, reports, and research reports as assigned by the Director of Finance. Assist the Director of Finance with budget preparation and record retention. Prepare various tax reports: (E,M) o Prepare annual Federal Form 1099. Maintain Forms W9. o Assist monthly in the preparation of sales/use tax returns. o Administer and report quarterly earnings withholding on Non-resident Independent Contractors and Entertainers to Franchise Tax Board. o Administer and report ongoing Independent Contractors to Employment Development Dept. Maintain accurate payment records for ongoing payments of Uniform Allowance; coordinate with Payroll Officer. Maintain Abandoned Property recording keeping.
Transcript of ACCOUNTS PAYABLE SPECIALIST I/II - Ukiah
300 SEMINARY AVENUE UKIAH, CA 95482-5400Phone# (707) 463-6200 Fax# (707) 463-6204 Web Address: www.cityofukiah.com
JOB DESCRIPTION
ACCOUNTS PAYABLE SPECIALIST I/II
DEFINITIONUnder general supervision of the Director of Finance, to process all City payables and performvarious difficult and complex accounting functions. Allocate charges to the appropriatebudgets, and perform related duties as assigned.
The Accounts Payable Specialist I is the entry level class in this skilled series and performsthe more routine accounting and financial recordkeeping and reporting functions.
The Accounts Payable Specialist II is the skilled class in this series. An increased level ofexperience, expertise and responsibility is required above the Accounts Payable Specialist Iposition which demonstrates a journey level of proficiency.
EXAMPLES OF DUTIES: (These examples are intended only as illustrations of the varioustypes of work performed. The examples of work performed are neither restricted to nor all-encompassing of the duties to be performed under this job title.) (E=Essential Duty; M=MajorPortion of Time)
Process the payment of City payables insuring accurate payment and distribution. (E-M)
Allocate account charges against the appropriate budgets. (E-M) Coordinate with the Purchasing Division in the management of purchase orders,
encumbrances and invoice payments. (E-M) Manage payable processing according to timeframes which will optimize productivity of
City funds. (E-M) Answer vendor and internal payment inquiries. Produce reports and analyses of payable activity for review by City Council and Staff.
(E) Analyze and reconcile year-end reporting of encumbrances to Budget Officer and
Finance Director. Coordinate accounting activities with other City departments and divisions as well as
with outside agencies. (E-M) Provide administrative support to the Director of Finance as needed. Prepare various audits, reports, and research reports as assigned by the Director of
Finance. Assist the Director of Finance with budget preparation and record retention. Prepare various tax reports: (E,M)
o Prepare annual Federal Form 1099. Maintain Forms W9.o Assist monthly in the preparation of sales/use tax returns.o Administer and report quarterly earnings withholding on Non-resident
Independent Contractors and Entertainers to Franchise Tax Board.o Administer and report ongoing Independent Contractors to Employment
Development Dept. Maintain accurate payment records for ongoing payments of Uniform Allowance;
coordinate with Payroll Officer. Maintain Abandoned Property recording keeping.
300 SEMINARY AVENUE UKIAH, CA 95482-5400Phone# (707) 463-6200 Fax# (707) 463-6204 Web Address: www.cityofukiah.com
Interact and provide information to auditors for annual financial audit. Oversee the training and work of the Accounting Clerk. (E) Establish and maintain project code/job costs assignment and entry. Organize and maintain vendor files. (E) Prepare and enter monthly journal entries. Perform other duties as assigned.
QUALIFICATIONS
Knowledge of: Municipal accounting, auditing, and budgeting procedures. City purchasing, budget, warrant, accounting ordinances, resolutions, and procedures. Modern office practices, procedures, equipment, and standard clerical techniques as
applied to municipal accounting. Applicable laws and regulations necessary for finance reporting requirements including
California Sales/Use Tax, District Sales/Use Tax, Independent Contractor/EntertainersWithholding, Form 1099, Form W9.
Computer operations and data processing functions.
Ability to: Apply and adopt established methods to a variety of complex accounting transactions
and problems. Produce accurate and concise account activity reports for review by the Director of
Finance, City Councilmembers, or other administrative staff. Properly interpret invoice detail and make decisions in accordance with existing laws,
regulations, and policies, and within appropriate budget limitations. Allocate charges to General Ledger account numbers accurately using fractions,
percentages, ratios and proportions. Maintain journals and general ledgers of financial transactions. Operate spreadsheet (Excel) and word processing (Word) software and utilize computer
software for recordkeeping, analyses and reporting. Organize work, set priorities and exercise sound independent judgment within
established guidelines. Understand, utilize and train on General Ledger and Accounts Payable software. Handle difficult and stressful public contacts in an appropriate manner. Type at least 40 words per minute. Operate a 10-key adding machine by touch. Operate an IBM AS/400 workstation and a personal computer utilizing spreadsheet and
word processing software for a major portion of the workday. (Excel and Wordpreferred). (E,M)
Understand and carry out oral and written instructions. Work under pressure to meet established deadlines. Establish and maintain effective working relationships with those contacted in the course
of work. Sit and work on computer system for long periods of time.
EXPERIENCE AND EDUCATIONSpecialist Level I: Any combination equivalent to graduation from high school and two years ofaccounting and financial document processing and recordkeeping experience preferable inAccounts Payable.
Specialist Level II: Any combination equivalent to graduation from high school and eight to ten
300 SEMINARY AVENUE UKIAH, CA 95482-5400Phone# (707) 463-6200 Fax# (707) 463-6204 Web Address: www.cityofukiah.com
years of Accounts Payable. General ledger and municipal experience preferred. Knowledge ofState and Federal tax regulations necessary for issuance of checks. Computer experiencerequired: proficient in Excel and Word or other related computer applications.
SPECIAL REQUIREMENTPossession of a valid Class C California Driver's License.
PROBATIONARY PERIODEmployees serve a six-month probationary period. If performance is not satisfactory, anemployee may be returned to their previous position or terminated without cause and recourseduring this time.
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