HomeMy WebLinkAboutSenior Accounts Clerk - AccountingCITY OF IOWA CITY – Job Description
Job Class #08-12 FLSA Non-Exempt
Civil Service
Identification
Position Title: Senior Accounts Clerk – Accounting
Department: Finance
Division: Accounting
Supervisor: Assistant Finance Director
Job Summary
Under limited direction, coordinates and performs all accounts payable activities, except data entry,
including the review of all department expenditure requests for proper account coding, documentation,
authorization. Under limited direction, performs accounts receivable and employee reimbursement
duties for entry in the accounting system. Provides technical support to departments, division and
vendors.
Essential Job Duties and Responsibilities
Coordinates and performs accounts payable activities for the City; reviews all City expenditure
requests for proper documentation, use of approved vendors, proper account coding and proper
management approval.
Receives and prioritizes vendor invoices and statements; reconciles invoices to purchase
documents and vendor statements; distributes invoices to divisions as needed; analyzes and
resolves discrepancies of vendor account balances, as necessary; maintains positive relationships
with vendors.
Reviews purchase requisitions for accuracy, proper authorization and account coding; corresponds
with departments regarding purchase order questions and adjusts orders, as appropriate.
Processes payments of purchase orders.
Reviews gas and electric invoices for all City departments and prepares batches for payment.
Maintains gas and electric account information and performs maintenance as needed for new and
existing accounts.
Performs accounts receivable functions; creates and prepares accounts receivable batches;
inputs invoice requests into the accounting system for invoice creation.
Prints invoices and monthly statements for customers.
Maintains customer file; adds new customers and updates existing customers as needed.
Performs employee travel processing, reviews travel authorizations for appropriate documentation
and prepares advances as needed.
Performs employee expense reimbursements.
Job Class #08-12 Accounting
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Reconciles expenses upon return and reviews documentation and enters reimbursements into the
accounting system.
Notifies personnel of travel payment schedules and generates appropriate travel payments.
Reconciles procurement card usage; notifies users of current charges; collects documentation;
reviews charges for proper account coding and manager approval.
Maintains and updates current vendors in database and enters new vendor information; gathers and
enters vendor taxpayer identification numbers into the accounts payable system. prints and
reconciles year-end 1099 tax reporting; generates and submits federal tax magnetic tapes and
forms.
Scans Vendor W -9 forms and Vendor ACH forms into the accounting system.
Distributes W-9 forms and Sales Tax Exemption Certificates to City vendors and customers as
needed.
Generates check requests and initiates monthly and quarterly recurring payments.
Gathers, sorts and distributes internal and external mail.
Provides technical support to departments and vendors concerning accounts payable policies and
procedure changes.
Receives training as backup in other accounting functions and trains co-workers as backup in these
job duties.
Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace
and community.
Performs all other related duties as assigned.
Physical and Environmental Conditions
The physical demands and work environment conditions described here are representative of those
that must be met by an employee to successfully perform the essential functions of this job and are
encountered while performing those essential functions. Reasonable accommodations may be made
to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger,
handle, or feel; and talk and hear. The employee frequently is required to reach with hands and arms.
The employee is occasionally required to walk or stand. Specific vision abilities required by this job
include close vision.
The noise level in the work environment is usually moderate.
Minimum Education, Experience and Certification
Job Class #08-12 Accounting
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Associate degree from an educational institution accredited by a DOE recognized accreditation body or
two years’ experience in accounts payable required. Or equivalent combination of education and
experience. Must pass criminal background check.
Preferred Education, Experience and Certification
Three years of experience preferred.
Knowledge, Skills, and Abilities
Knowledge of general accounting methods, forms, techniques, and terminology. Skills in typing and
computer data entry and personal and mainframe computer operations. Skill in oral and written
communication. Skill in verifying the accuracy of source documents and performing simple posting
duties. Ability to read and understand technical materials to record work activities or keep records.
Ability to perform mathematical calculations. Ability to compose correspondence and prepare various
written and computer generated reports. Ability to operate standard office equipment. Ability to make
independent judgement and meet required time deadlines.
The above statements are intended to describe the general nature and level of work being performed by
individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties,
and skills required of personnel so classified in this position.