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Employer: City of Ottawa
Division:
Job Title: Accounts Payable Coordinator
Salary: $15.85 Hourly


Job Description:

Position Title:                     Accounts Payable Coordinator     

Department:                       Finance

Position Summary:

Under the supervision of the Assistant City Clerk/Senior Financial Analyst, the Accounts Payable Coordinator primarily validates, processes, and files invoices while working with all facets of the accounting system. The employee in this position verifies all invoices are accurate, properly documented, and approved by an authorizing employee prior to making a payment. Once proper verifications and authorizations are received, the Coordinator is responsible for submitting payments in a timely fashion.

How to Apply:             Complete On-Line Application at www.HRePartners.com.

Pay Range:                 Grade 8 - $15.85 to $22.19 per hour

Date Opened:              July 6, 2018

Date Closed:               July 29, 2018

Hours:                         8 a.m. to 5:00 p.m. Monday through Friday.   Some overtime may be required.

Residency Requirement:     

Regular part-time and regular full-time employees shall, within one year of date of hire, establish and maintain residency within Franklin County or within a driving distance of 35 miles of the Ottawa City Hall, AND within the state of Kansas.

E-Mail Confirmation:           

After your application has been received by the City of Ottawa, you will receive confirmation by e-mail. Please check your SPAM filter or JUNK Mail.  If you have not received information within 48 hours of submitting your application, please call 785-229-3634 to verify your application has been received.  For additional information, contact Human Resources at 785-229-3634 or e-mail humanresources@ottawaks.gov.

The City of Ottawa conducts background checks and drug screening on all potential candidates.

Anyone with a disability who needs a reasonable accommodation related to a selection process is requested to contact the Human Resources Department at 785-229-3634 at least two days prior to the scheduled test or interview.

The City of Ottawa is an Equal Employment Opportunity Employer.

Job Title                             Accounts Payable Coordinator     

Department                        Finance

Reports To                         Assistant City Clerk/Senior Financial Analyst

FLSA Status                      Non-Exempt (eligible for overtime pay)

Salary Grade                      8

Retirement                         KPERS

Last Update                       July 2018                                      

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.

Summary:

Under the supervision of the Assistant City Clerk/Senior Financial Analyst, the Accounts Payable Coordinator primarily validates, processes, and files invoices while working with all facets of the accounting system. The employee in this position verifies all invoices are accurate, properly documented, and approved by an authorizing employee prior to making a payment. Once proper verifications and authorizations are received, the Coordinator is responsible for submitting payments in a timely fashion.

Essential Job Functions:

  • Pay vendors while monitoring discount opportunities, verify federal I.D. numbers, and schedule checks.
  • Resolve purchase order, contract, invoice, payment, and documentation discrepancies.
  • Evaluate invoices and requests for payment accuracy.
  • Direct documents to appropriate departments for coding and approval.
  • Obtain missing invoices from vendors or city departments.
  • Verify sales/use tax applicability on payables and file sales/use tax with state.
  • Stay up to date with changes in sales tax rates for various departments and vendors.
  • Verify and procure proper Internal Revenue Service documentation, such as 1099 and W-9 forms from vendors.
  • Develop project exemptions (sales tax) and track major projects.
  • Develop and submit property tax exemptions on property purchased by the city.
  • Track city users for store accounts and credit card holders.
  • Review receipts and records to reconcile discrepancies.
  • Confirm appropriate approvals before processing invoices.
  • Work with internal and external customers.

Ancillary Job Functions:

  • Prepare certificates and letters sent to contractors.
  • Maintain records and complete quarterly report for state.
  • Comply with all City ordinances and policies, as well as federal and state laws and ordinances.
  • Work with the annual audit process before, during, and after the onsite visit.
  • Maintain the mail and copy machines for the department.
  • Order department supplies.
  • Assist other departments and perform other related duties as assigned.

Education and Experience: (Combination of education, training, and experience will be considered.)

  • High School diploma or equivalent required.
  • Minimum of three years accounts payable experience.
  • Associate/technical degree in Business Administration, Finance, Accounting, or related field preferred.
  • Must maintain a valid Kansas Driver’s License.

Knowledge, Skills, and Abilities: (Not all-inclusive)

  • Strong verbal and written communication skills.
  • Solid understanding of mathematics, bookkeeping, basic accounting, and general office procedures.
  • Thorough understanding of accounts payable and Kansas tax guidelines.
  • Thorough knowledge of Microsoft Office Suite software and ability to learn financial software.
  • Strong organizational skills.
  • Meticulous attention to detail.
  • Ability to interpret written instructions, reports, files, correspondence, and financial statements/records.
  • Ability to establish and maintain effective relationships with other employees, vendors, City officials, business entities, and the general public.
  • Ability to effectively organize, prioritize, and multitask.
  • Ability to work under general supervision and make responsible decisions.
  • Ability to exercise good judgment while thinking quickly and rationally in difficult or stressful situations.

Work Environment:

  • General office conditions.
  • Exposed to moderate noise levels.

Physical Abilities: (Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.)

  • Must be able to sit for extended periods of time.
  • Must be able to have repetitive wrist/hand/finger movement and manual dexterity.
  • Must have precise hand-eye coordination, clarity of vision, three-dimensional vision, and ability to identify/distinguish colors.
  • Must be able to lift up to 25 pounds.
  • Must be able to drive.
  • Regular attendance is a necessary and essential function.

 

 



Vacancy Number: ott07062018-01

Open Date: 7/6/2018 12:00:00 AM
Close Date: 7/29/2018 11:59:59 PM