Accounts Payable Clerk
: Job Details :

Salary : $42,723.20 AnnuallyLocation : Janesville, WIJob Type: Full TimeJob Number: 2024.16.177.01Department: Administrative ServicesDivision: AccountingOpening Date: 12/09/2024Closing Date: 12/15/2024 11:59 PM CentralFLSA: Non-ExemptBenefits Earning Potential: $69,439.02Objective & RelationshipsCITY OF JANESVILLE DIVERSITY STATEMENT:The residents of Janesville choose this community, not just as a place to live, but as a place to realize life's opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one's potential. Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville and serve the residents of Wisconsin's Park Place .OBJECTIVE:Under general supervision of the Finance Director, this position prepares and processes the necessary documents in order to pay the City's vendors/suppliers for goods and services in an accurate and timely manner.RELATIONSHIPS:Reports to: Finance DirectorHas work contacts with Department, Division, and Office heads, City employees, vendors, suppliers, and the general public.Supervises: Has no regular supervisory duties. Essential Duties To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by the incumbent. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Receives, scans, and electronically distributes invoices to the proper Department, Division, and Office for entry and approval.

Reviews, schedules, and processes invoices for payment; checks data entry edits and update accounts payable records; prepares corresponding vouchers.

Prepare weekly vendor/supplier payments, maintain vendor/supplier files, and accounts payable files.

Solves billing problems or errors by referencing previous payments; calculates late charges and/or credits for returned merchandise.

Notifies the Finance Director or Accounting Manager of any invoices or accounts payable that appear non-compliant with laws, ordinances, and policies governing municipal purchasing and accounts payable.

Assists Departments, Divisions, and Offices with the creation of new vendors or suppliers in the financial system; maintains accurate vendor or supplier records.

Gathers information necessary to issue federal 1099 forms to applicable vendors. prepares, issues, and reports federal 1099 forms at year end.

Maintains documentation on how to enter, review, schedule, and process accounts payable transactions.

Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor; reports all accidents to the supervisor immediately whenever possible; follows recognized safe work practices.

Performs other special projects and other job duties as assigned or required during regular and non-business hours.

All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster or the City Emergency Operations Center has been initiated.

Minimum Position Requirements/Qualifications The requirements listed below are necessary to perform the essential duties of the position.Education and Experience

A High School diploma or GED is required.

Minimum of two (2) years of office, accounts payable, accounts receivable, or accounting experience is required, preferably in municipal government is required.

A valid, state-issued driver's license at time of hire is required.

OTHER QUALIFICATIONSThe qualifications listed below are preferred, but not required to perform the essential duties of the position. The absence of these qualifications on a candidate's application does not preclude them from consideration.

Graduation from an accredited college or university with an associate degree in accounting or finance is preferred.

A combination of equivalent experience, education, or professional training that provides the necessary knowledge, skills, and abilities to successfully perform the position's essential functions as determined by the Human Resources Office may be considered in lieu of minimum requirements. COMPETENCIESFor successful performance in this position, the incumbent must demonstrate the following knowledge, skills, abilities, and behaviors.Knowledge:

General knowledge of the modern public or business administration and governmental accounts payable procedures and practices.

Working knowledge of the principles of accounting.

General knowledge of the laws, ordinances, and policies governing municipal purchasing and accounts payable.

General knowledge of internal control procedures, office automation, and financial systems.

Skills:

Organizational and time management skills to prioritize duties and accomplish a high volume of work product while adapting to constant changes in priority.

Exceptional oral and written communication skills, paired with a strong customer service background, and effective interpersonal skills.

Collaboration skills to effectively work with others to achieve common goals through communication, teamwork, and problem-solving.

Intermediate level of technical proficiency skills, including computer applications and software such as Microsoft Office, billing, payroll, financial software, and Adobe Acrobat.

High level of accuracy and attention to detail.

Abilities:

Ability to compose routine correspondence and routine reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone.

Ability to perform basic mathematical calculations, including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and to compute percentages.

Ability to make decisions according to applicable laws, regulations, established procedures, and the directives of the City Manager and City Council.

Ability to learn and apply new technology and software.

Ability to perform work duties under minimal supervision and operate within policy guidelines using independent judgment in achieving assigned objectives.

Ability to maintain a dependable work schedule with flexibility during busy periods.

Ability to work under pressure in a fast-paced environment with fluid priorities, frequent interruptions, and multiple, sometime competing, work assignments, with accuracy and attention to detail.

Ability to maintain accurate records, prepare reports, and handle multiple tasks.

Ability to effectively and efficiently schedule and organize workload, manage multiple projects simultaneously, adapt to changing priorities, and to work smoothly and cooperatively on a variety of projects.

Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to supervisor.

Ability to maintain a valid, state-issued driver's license.

Behaviors:

Establish and maintain effective working relationships with City appointed and elected officials, Department, Division, and Office Heads, City employees, and the general public.

Exhibit exceptional professionalism, tact, and decorum in all areas of work duties.

Strong ethics base built upon integrity, honesty, initiative, and respect; maintain strict confidentiality.

Interact positively with a diverse group of individuals, and work effectively both as part of a team and independently.

Embrace and actively promote an inclusive and equitable work environment.

Conduct all business and working relationships in an accurate, fair, equitable, and highly ethical manner.

Reliable, timely, and proactive in the completion of duties, meeting deadlines and responding to inquiries.

Work with others in a positive and supportive manner to solve problems, generate ideas, and accomplish division and City goals.

Supplemental InformationEQUIPMENT, INSTRUMENTS, AND MACHINES:Machinery and equipment including personal computer, telephone, printer, 10-key calculator, copier, scanner, and other standardized or specialized office equipment.WORKING CONDITIONS AND PHYSICAL FACTORS: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 regularly works in an office environment. An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time. This position occasionally walks, stands, stoops, kneels, crouches, crawls and exerts up to 25 pounds of force by lifting, carrying, pushing, pulling, or otherwise moving objects. The employee is frequently required to see/observe, talk/speak and listen/hear; use their hands to finger, handle, feel or operate objects and equipment; repetitive arm, wrist, hand and eye movements are included. There is frequent twisting, reaching, wrist turning and grasping. The employee may be required to climb or balance. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of equipment. Employee is required to use cognitive ability to reason, analyze and verbalize thoughts and ideas. Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes and sounds associated with job-related objects, materials or tasks.The employee will spend the majority of the working day inside speaking with other employees or members of the public. The working conditions in the office are comfortable. The noise level is generally quiet to moderately noisy.A regular, Monday - Friday, 40-hour work schedule is required for this position. Remote work and flexible schedules are possible. DISCLAIMERThe above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. 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, or is responsive to the needs of the City of Janesville. 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.The City of Janesville, Wisconsin, is an Equal Employment Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.