CITY OF OVERLAND PARK - POSITION DESCRIPTION
JOB SUMMARY STATEMENT: Performs various accounting tasks in the area of accounts payable, banking and general finance duties. Some of the accounting tasks may include: reviewing and processing invoices; preparing checks and maintaining files of expenditures; reconciliation and processing of utility payments; reviewing and archiving of purchasing cards; data entry of journal entries and cash receipts; and document imaging and archiving of City financial records.
DUTIES AND RESPONSIBILITIES
Prepares payment of City utilities, registration fees, travel expenses and department expenses as required. Reviews invoices for compliance of purchasing policies. Checks bid files to verify payment of bid items. Mails or returns checks to payee as requested.
Archives and maintains files of invoices and check requests in document imaging.
Distributes expenditure ordinance reports to City Clerk which forwards these reports to the Governing Body.
Investigates and resolves potential duplicate payments identified through the City's financial accounting system or during the processing of invoices for payment. Includes working with City and vendor personnel to resolve discrepancies, clarify information, etc.
Audits, codes, and coordinates payment of utility invoices to ensure prompt payment.
Monitors bids and contracts.
Monitors and processes all City purchase orders. Audits purchase order for correct information and compliance with policies and procedures.
Maintains utility reconciliation files, audits monthly charges for accuracy, and processes payments.
Maintains vendor information in City's enterprise financial accounting system.
Processes daily banking requests. Maintains banking vendor payment template and database. Archives and maintains files of banking request invoices in document imaging.
Issues cash receipts for miscellaneous income.
Monitors and processes all NSF check through Global Check Recovery.
Orders and distributes deposit slips and bank deposit bags.
Maintains fixed asset records for land, buildings, and equipment. Assigns and issuesassett tags, and records purchases, trade-ins, and retirements. Produces and distributes quarterly reports of assets and reconciles departmental annual inventory to master file.
Maintains vehicle title files and prepares titles for assignment when traded and/or retired.
Enters cash receipts and verifies account balances with appropriate records.
Enters journal entries and verifies account balances with appropriate records.
Assists with the purchase card program by monitoring purchase card activities and maintaining and archiving of monthly statements in document imaging.
Maintains a log of city employee/governing body/planning commissioner (employee) travel advances and settlements in a database.
Prepares special reports and assemble financial information.
Calculates user department's share of charges for cell phones and utility services telephone services in preparation for journal entry.
Sorts and distributes Finance Department mail. Opens accounts payable invoices and routes to proper department.
Cross trains staff members in job duties and provide backup as required. Keep backup personnel informed of changes in duties and procedures.
The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.
The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.
EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:
High school diploma or equivalent with additional courses in bookkeeping, data entry and office procedures and practices, or equivalent experience.
Requires three or more years of experience performing accounts payable, and/or data entry.
Effective oral and written communication skills.
Good listening skills.
Ability to perform basic math and accounting skills.
Ability to operate calculator, adding machine, typewriter and personal computer.
Ability to apply accounting and bookkeeping procedures.
Ability to work in office-cubicle environment.
Computer skills (word processing and spreadsheet software skills).
Ability to work in environment with constant interruptions.
Ability to read and comprehend city and state regulations.
Ability to organize files and retrieve data effectively.
Ability to learn and understand PC software applications.
Alpha and numeric recognition.
Ability to work independently.
Ability to prioritize work.
Ability to carry out assignments through oral and written instructions.
Ability to lift 20 pounds and transport 20 feet.
Ability to make and receive phone calls.
Hand and eye coordination adequate to input computer.
Visual stamina and acuity adequate to review alpha/numeric data and spend long periods looking at computer screen.
Ability to operate personal computer, calculator, copier, and typewriter.
SUPERVISORY RESPONSIBILITY (Direct & Indirect):
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.