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Accounts Payable Accounting Assistant (Non-Certified) - County Auditor - J04060 - 12500
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SUMMARY: Under general supervision, performs routine to moderately complex accounts payable duties in support of the County’s financial operations. Responsible for reviewing, verifying, and processing invoices in accordance with County policies, approved budgets, and applicable state statutes. Ensures accuracy, accountability, and proper documentation in the disbursement of public funds.
ORGANIZATIONAL RELATIONSHIPS:
Reports to: Supervisor Accounts Payable
Other: Works closely with county employees, vendors and attorneys.
ESSENTIAL JOB FUNCTIONS:
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Reviews and processes invoices for payment in compliance with County purchasing policies and procedures
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Verifies invoice accuracy by matching purchase orders, contracts, and receiving documentation
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Confirms proper departmental and/or Commissioners Court approvals prior to payment
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Inputs invoice data into the County’s financial system with a high degree of accuracy
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Maintains organized financial records in accordance with records retention policies
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Assists in preparation and processing of check runs and electronic payments
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Determines the necessity and initiates the voiding of checks for submission to supervisor
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Identifies discrepancies and coordinates resolution with departments and vendors
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Monitors for duplicate payments and ensure appropriate corrective action when necessary
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Analyzes vendor statement balances and takes appropriate action to keep accounts current
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Conducts purchase order traces, makes interdepartmental inquiries, and communicates with vendors to resolve issues and protect the County’s credit
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Maintains orderly filing of computer printouts and supporting documentation for review by independent auditors
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Responds to vendor and departmental inquiries regarding payment status
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Acts as a resource to County departments and provides guidance on payment processes
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Assists with month-end and fiscal year-end closing processes by providing documentation and support during internal and external audit
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Performs special research projects and prepares reports as requested by the Supervisor Accounts Payable, First Assistant, or County Auditor
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Notifies leadership of suspicious transactions, exceptions, and issues related to funding availability or invoice review
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Ensures compliance with County policies, internal controls, and applicable federal/state regulations
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Performs other duties as may be assigned.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are represent the knowledge, skill, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employee who operate a vehicle on official County business must maintain a driving record which meets standards set by the County and its insurance carrier.
EDUCATION and/or EXPERIENCE: Graduation from an accredited high school or equivalent, supplemented by coursework in bookkeeping or accounting, is required. A minimum of two (2) years of clerical and/or administrative experience is required, including at least one (1) year involving bookkeeping or accounting functions. An equivalent combination of education and experience that provides the required knowledge, skills and abilities, may be considered.
LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to prepare routine reports and correspondence. Ability to communicate effectively, both verbally and in writing, with employees, vendors, and the public.
MATHEMATICAL SKILLS: Ability to perform basic arithmetic operations, including addition, subtraction, multiplication, and division using whole numbers, fractions, and decimals. Ability to compute rates, ratios, and percentages, and to interpret basic charts and graphs. Ability to calculate figures such as discounts, interest, commissions, proportions and percentages.
REASONING ABILITY: Ability to apply common sense understanding to carry out instructions provided in written, oral, or diagram form. Ability to analyze and resolve problems involving multiple variables in standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS: Ability to obtain certification as an Accredited Payables Specialist by the Institute of Finance & Management (IOFMA) or the Accounts Payable Network (TAPN).
OTHER SKILLS AND ABILITIES: Knowledge of generally accepted accounting principles (GAAP) related to single and double-entry accounting systems and financial reporting. Ability to work accurately and efficiently with numerical data while maintaining organized records. Proficiency in operating a 10-key calculator by touch is preferred. Strong communication skills and the ability to exercise discretion when handling confidential information are essential. Must be proficient in standard computer applications, including word processing, spreadsheets, and data inquiry systems. Ability to establish and maintain effective working relationships with County employees, officials, vendors, and the general public.
PHYSICAL DEMANDS: The physical demands described here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
While performing the duties of this job, the employee is regularly required to sit and use hands for data entry and document handling. The employee frequently communicates verbally and must be able to hear. Occasional standing, walking, reaching, and bending may be required. The employee must frequently lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities include close vision and ability to adjust focus. This position requires extensive data entry and review for accuracy.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those 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 moderate.
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Job Post End Date -
