ESSENTIAL DUTIES AND RESPONSIBILITIES:

Under the supervision of the Director of Planning, Budget and Personnel, this position is responsible for preparing and processing weekly invoices and payments for goods and services. The Senior Account Clerk will also perform various duties including bill reconciliation, cost analysis and researching contracts for procurement. Specific duties include but are not limited to:

• Collect and review all requests for purchases and invoices for accounting accuracy.

• Maintain vendor accounts for tracking accounts payable/receivable.

• Process bills received and prepare payment schedules for vendors.

• Maintain a computerized detailed list for billing/vendor accounts. Help maintain regular communication with vendors through daily contacts.

• Manage debt collection with unresolved vendor accounts.

• Manage Accounts Receivable tracking of vendor calls for debt collection and maintaining accurate files when invoices are paid.

• Report monthly on accounts payable and receivable, complaint issues both resolved and pending.

• Share responsibility for planning and preparation of monthly and quarterly reports.

• Perform weekly audit of outstanding fiscal issues.

• Process department payments and refunds.

• Provide a high level of customer service to employees and vendors.

• Act as a liaison with other City departments in particular Purchasing, Auditing and Finance.

• Prepare billings and fiscal information for various reimbursement programs and coordinate these billings with other divisions as well as other employees in the fiscal division.

• Work with Office of Planning, Budget and Personnel on related issues and projects.

• Prepare payment schedules and records for payroll of contractors.

• Process requisitions and schedule of payments for medical bills, invoices, employee reimbursements and complete retiree reimbursements.

• Maintain fiscal filing.

• Prepare Form20s, schedules, Forms 21s, and other documents as necessary.

• Research fiscal records, work with purchase orders, use FS/PeopleSoft computer program to provide fiscal information.

• Perform other tasks and administrative duties as assigned, including general assistance with reimbursement matters, payroll, grant reports, questions relating to benefits and available resources, human resources related special projects, and budget related projects.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

MINIMUM REQUIREMENTS:

• Excellent communication, organizational, analytical, planning, and keyboarding skills.
• Proficient in PeopleSoft Financials/applications or similar database application with the ability to learn new systems.
• Proficient in Microsoft Office applications, particularly Excel and Access.
• Working knowledge of office equipment including PCs, calculators, photocopiers, and telephones.
• Three years of office work experience particularly in accounting and/or the preparation and maintenance of payroll records.
• Experience with administrative, financial, human resources/personnel work in a large organization is highly desired, as is experience in handling confidential and sensitive information.
• Demonstrated customer service experience.
• Must be able to deal with the diverse public in a professional manner.
• At least one year of administrative support experience in accounts payable/receivable, finance, and/or debt collection or an associate degree in accounting or related field preferred.

PHYSICAL DEMANDS:  Ability to access, input, and retrieve information from a computer. Answer telephones and maintain multiple files. May require minimal lifting of up to 10 pounds.

WORK ENVIRONMENT: Standard office environment. Fluorescent lighting, carpeted floors, and air conditioning. Requires attendance at meetings.

REQUIRED DOCUMENTS:

• Resume 

• Cover Letter