Accounts Payable Supervisor Job Description

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CHARACTERISTICS OF THE CLASS

Under the general direction of the Assistant Finance Director performs responsible supervisory and managerial work in directing the activities of employees involved in a variety of clerical, accounting, and record keeping tasks in the Accounts Payable function. Work is performed with independence in decision making within established guidelines, policies, rules and regulations. Incumbent may be required to work in excess of the standard 40 hour work week during critical periods with the approval of the Department Director. Work is reviewed through observation, conferences, and reports and for the results obtained. Performs other work as required.

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Plans, assigns, directs, and evaluates the work of subordinates.

Directs and supervises the activities of the accounts payable function.

Responsible for the maintenance of computer files related to the accounts payable function, including encumbrances.

Responds to all vendor and departmental inquiries.

Responsible for review of invoices for accuracy and authorization prior to payment.

Responsible for the inventory of all City checks.

Responsible for accurate preparation of all checks issued by the City.

Responsible for training accounts clerks for data entry.

Responsible for record retention for source documents.

Prepares financial reports upon request.

Provides departmental training as needed.

Responsible for external audit testing and inquiries upon request.

Responsible for adhering to and updating the Prompt Payment Policy.

Assists in the annual inventory of the City.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

Bachelors Degree in Accounting, Finance or Business Administration supplemented by two years of progressively responsible accounting, finance, or accounts payable experience involving computer based data and management information systems in a sophisticated business organization. Local government finance and supervisory experience preferred.

 

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of state laws and local ordinances pertaining to vendor payments.Knowledge of Federal and State laws and rules regarding payroll.

Ability to operate personal computers to prepare Excel worksheets proficiently.

Ability to analyze and research documents.

Ability to plan, assign, direct and evaluate work of subordinates.

Ability to communicate clearly, both orally and in writing.

Ability to deal courteously, tactfully and firmly with the public.

Ability to establish and maintain effective working relationship with others.

Ability to operate a variety of office machines and equipment including a calculator, CRT word processor, personal computer, typewriter, copy machine, and scanner.

 

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear and comprehend conversation spoken in English.

Ability to sit for long periods of time; not to exceed two (2) hours at a time.

Ability to see, read, and comprehend writing and computer printouts in English.

Ability to print or write cursively, letters, numbers and words legibly in English.

Ability to lift and carry materials not to exceed twenty (20) lbs.

Ability to operate office equipment such as a telephone, computer, typewriter, ten-key, microfiche reader and copy machine.

Ability to clearly speak the English language.

Ability to stand for periods of time not to exceed thirty 30 minutes at one time.

Ability to stoop, kneel and reach overhead for books or paper.

Ability to control behavior when encountering stressful situations, such as irate, abusive or loud customers.

Ability to perform at a very high level of accuracy with short deadlines.

 

THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date - 3/28/06