Accounting Clerk II – Accounts Payable Specialist

Status: Full-time; Non-Exempt

Department: Finance/Administration

The Accounts Payable Specialist performs responsible clerical and technical accounting work related to accounts payable and other financial transactions. Duties include processing accounts payable, reconciling purchasing card and credit card transactions, and resolving routine transactional issues. The position also supervises one accounting clerk, providing guidance, reviewing work, and assisting with accounts payable operations. Work requires accuracy, attention to detail, and the exercise of sound judgment in handling financial records. The position operates with a moderate level of independence, completing assignments with minimal supervision while adhering to established accounting procedures and internal controls.

• Supervises one accounts payable clerk/staff member and provides direction, training, and review of work related to accounts payable and related accounting activities.
• Processes and reviews accounts payable transactions to ensure invoices, vouchers, expense reports, and check requests are coded accurately and entered into the financial system in a timely manner.
• Prepares and processes payments including checks, wire transfers, and ACH transactions.
• Serves as the primary contact for vendor inquiries; investigates and resolves invoice discrepancies and payment issues.
• Researches and resolves routine internal and external inquiries regarding account status and communicates resolutions to appropriate parties.
• Maintains and organizes accounting records and documentation, including filing, record retention, and report distribution.
• Assists with the preparation of documentation and responses for the annual external audit.
• Coordinates and processes lien search requests.
• Manages and reviews the Village Purchasing Card (P-Card) program to ensure compliance with policies and procedures.
• Assists in identifying and implementing improvements to streamline accounts payable and related accounting processes.
• Performs monthly reconciliations of assigned accounts and bank statements and reports discrepancies to the Controller/Chief Financial Officer.
• Collaborates with the accounts receivable clerk and other staff to resolve account discrepancies when necessary.
• Reviews and processes employee expense reports for accuracy and compliance.
• Prepares and files Sales and Use Tax returns.
• Applies prorating schedules and calculates operating costs for various Village activities as assigned.

• These essential functions are not intended to be an exhaustive list of all duties performed. Employees may be required to perform related duties as needed by the department and the Village.
• All Village employees may be required to assist with emergency management and disaster recovery operations during natural or man-made disasters.
• All Village employees may be required to attend Village events during or outside normal working hours.

• Knowledge of accounts payable principles, practices, and basic governmental or nonprofit accounting procedures preferred.
• Ability to maintain a high level of reliability, integrity, and confidentiality when handling financial information and records.
• Strong organizational skills with the ability to maintain accurate and detailed financial records and documentation.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
• Ability to learn and effectively use accounting and financial management software systems.
• Strong attention to detail and accuracy in reviewing financial transactions, reports, and supporting documentation.
• Ability to perform mathematical calculations and verify financial data quickly and accurately.
• Effective written and verbal communication skills, including the ability to interact professionally with vendors, employees, and the public.
• Ability to establish and maintain positive working relationships with coworkers, departments, and external contacts.
• Ability to manage multiple tasks, prioritize workload, and meet deadlines in a fast-paced environment.
• Ability to follow up on pending issues and resolve discrepancies in a timely manner.
• Demonstrated flexibility and willingness to adapt to process improvements, system changes, and new responsibilities.

• Associate’s degree or degree in Business, Accounting, or Finance.
• 2 years of experience in an accounts payable role.
• 2 years of experience using financial/accounting software packages.

• Regularly required to stand, sit, see, speak, hear, and use hands and fingers to operate a computer, telephone, or other electronic device.
• Occasional light to moderate lifting of office products and supplies may be required.

• Moderate noise (business office with computers, telephones, printers, fax machines, photocopiers, filing cabinets, and light traffic).
• Ability to work within a confined area.
• Ability to work in a computer station for an extended period.

• Works under the general supervision of the Controller/Chief Financial Officer or other designated supervisory staff, who assigns work and reviews performance.
• Performs duties with a moderate level of independence, exercising sound judgment, discretion, and initiative in completing assignments.
• Work is reviewed for accuracy, completeness, and compliance with established accounting procedures, internal controls, and departmental policies through reports, discussions, and results achieved.

• To apply, send your resume via email to [email protected].