Notice of Job Opening Accounts Payable Supervisor Finance

Transcription

1 Notice of Job pening Accounts Payable Supervisor inance March 27, 2018 Please post or otherwise make available the following information. Department has an opening for a full-time Accounts Payable Supervisor. The City of Nampa inance The City of Nampa is committed to ensuring equal opportunities to all individuals. If you need an accommodation to participate in the application process, please contact the Human Resource Director at TDD Relay Service: US West or Department: CS LSA Status: Exempt Grade/Level: $23.28/hr Job Type: Regular Job Code: 5026 Work Schedule: Generally, 8:00 am - 5:00 pm; however, must be able to work flexible and varied hours. Job Status: ull Time Reports To: City Treasurer Amount of Travel Required: None Positions Supervised: Supervision is exercised over assigned employees Revised: PSITIN SUMMARY GENERAL STATEMENT DUTIES Performs and participates in the daily assistance of the accounts payable, administration of general clerical and customer service duties, supervising and coordinating daily functions of accounting specialists and cash management functions; performs other duties as required or assigned DISTINGUISHING EATURES THE CLASS The principal function of an employee in this class is to assist the accounting specialists, perform administrative duties, and supervise and coordinate management of cash flow, while ensuring the provision of a pleasant and healthy environment for the City's patrons. This class is distinguished from the class of Accounting Specialist by the performance of supervisory and more complex administrative support duties requiring detailed programmatic knowledge of the department, including maintenance of financial records for the department, answers non-routine and difficult questions regarding department policies, programs and services; handles complaints from abusive and angry customers; providing technical information such as explaining basic requirements and providing advice on procedural steps in a resolution for conflicts. The work is performed under the supervision and direction of the City Treasurer, but considerable leeway is granted for the exercise of independent judgment and initiative. Supervision is exercised over assigned employees. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with the assigned supervisor, other City employees, and the general public. The principal duties of this class are performed in a general office environment. ESSENTIAL UNCTINS Reasonable Accommodations Statement

2 To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions. Essential unctions Statement(s) Supervises, leads, plans and evaluates the work of designated administrative support personnel, including the monitoring of work schedules, assisting in the interviewing for new or vacant positions, providing direction when necessary, disciplining as required, managing conflict, and rewarding employee performance when appropriate; or makes recommendations which are given particular weight about the change of status of other employees Performs accounts payable functions, including, but not limited to, verifying invoice calculations, issuing checks, transmitting direct deposits, maintaining vendor records and preparing related reports as required. Provides daily direction and communication to employees so that customer service calls are answered in a timely, efficient and knowledgeable manner. Provide continual evaluation of processes and procedures. Answers non-routine and difficult questions which have been referred by others regarding department policies, programs and services; handles complaints from abusive and angry customers; Provides technical information such as explaining basic procedural requirements and providing advice on procedural steps; Performs a variety of administrative support duties in the administration of accounts payable for the City; including auditing invoices and preparing payments to vendors. Compiles information and prepares special narrative and statistical reports on a division's or department's activities where analysis of complicated data is required. The position must be flexible to respond to immediate situations or issues to meet customer needs. Suggest methods to improve operations, efficiency and service to both internal and external customers. Makes effective independent decisions representing day-to-day issues that do not require team discussion, input or agreement. Involves fellow team members in collaborative or team-empowered decisions. Assists fellow team members to identify and solve problems. Helps the departmental team develop goals, action plans, and time tables to achieve such goals Supports and adheres to all City personnel policies and procedures, and makes sure all departmental procedures are adhered to by all of the team members. Answers department telephone calls; receives and greets customers to the City, and provides information to callers and visitors or refers them to other appropriate City departments or personnel. Maintains an efficient inventory of necessary supplies and equipment, including ordering supplies and equipment, and maintaining records of storage areas as require. Gathers, assembles, updates, distributes and/or files a variety of information, forms, records and data as requested. Monitors all departments at various stages of accounts payable process to ensure all entries are complete and entered into the accounts payable system in a timely manner for the efficient completion of the accounts payable process. Provides computer software support to other departmental personnel as requested. Monitors adherence to proper policies and procedures all stages of the accounts payable administration process. Balances vendor statements monthly to ensure the accuracy of all entries and account balances Processes 1099's and audit reports as required. Maintains accounts, receipt books, financial files, and account payable files in accordance with established policies and procedures. Generates financial reports and other related documents at specified time intervals as directed Reconciles statements, invoices and other payment requests in an accurate and timely manner. Assumes responsibility for other duties as required or assigned

3 Attends meetings, conferences, workshops, and training sessions and reviews publications and audiovisual materials to become and remain current on principles, practices, and new developments in assigned work areas. Provides needed information and demonstrations concerning how to perform certain work tasks to new employees in the same or similar class of positions. ESSENTIAL RELATINSHIP EXPECTATINS Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems. Responds to citizen's questions and comments in a courteous and timely manner. Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities. Is punctual and timely in meeting requirements of performance, including attendance standards and work deadlines. Communicates information and states concerns in a clear and professional manner. Respects the opinion of others and demonstrates a reasonable relationship with employees, supervisors and others. Accepts and performs in a timely and effective manner changes in work assignments and/or how work is performed. REQUIRED KNWLEDGE Thorough knowledge of bookkeeping, accounting, and purchasing functions, including reviewing, posting, balancing, and reconciling complex financial records. Thorough knowledge of the City's policies and procedures and the Department's policies, rules, and procedures. Thorough knowledge of standard office procedures and practices, including cash handling, operation of office equipment, filing, records management, and related computer programs. SKILLS/ABILITIES Ability to provide effective leadership, motivation, and supervision to subordinate personnel, build team unity and morale, and maintain positive working relationships with fellow employees. Ability to efficiently conduct operations of the accounts payable area, including coordinating adequate staffing to ensure meeting the needs of the department and City's patrons. Ability to establish and maintain effective communications with patrons including the ability to effectively deal with a variety of individuals from various socioeconomic, ethnic, and cultural backgrounds. Ability to communicate effectively with others, both orally and in writing, using both technical and nontechnical language including the ability to communicate effectively with angry people and the general public on a day-to-day basis. Ability to understand and follow oral and/or written policies, procedures, and instructions; use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions and prepare and present accurate and reliable reports containing findings and recommendations. Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the

4 pressure of time-sensitive deadlines. Integrity, ingenuity, and inventiveness in the performance of assigned tasks. PSITIN QUALIICATINS Competency Statement(s) Accountability - Ability to accept responsibility and account for his/her actions. Analytical Thinking - Using a logical reasoning process to break down the work through a situation or problem to arrive at an outcome. Recognizing fundamental elements of a situation, clarifying the situation, examine the facts, evaluating, interpreting and integrating solutions. Commitment to Safety - Understands, encourages and carries out the principles of integrated safety management; complies with or oversees the compliance with safety policies and procedures; completes all required training; takes personal responsibility for safety. Accuracy - Ability to perform work accurately and thoroughly. Adaptability - Ability to adapt to change in the workplace. Assertiveness - Ability to act in a self-confident manner to facilitate completion of a work assignment or to defend a position or idea. Conflict Resolution - Ability to deal with others in an antagonistic situation. Initiative - Ability to make decisions or take actions to solve a problem or reach a goal. Reliability - The trait of being dependable and trustworthy. Time Management - Ability to effectively utilize available time for the completion of necessary job tasks. Education: Experience: Computer Skills: Bachelor's Degree (four-year college or technical school) Required, ield of Study: Accounting or closely related field 6 plus years of experience in Accounting or Bookkeeping And/ or any combination of experience and training which provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work. Ability to operate a personal computer using standard or customized software applications appropriate to assigned tasks and the ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology. PHYSICAL DEMANDS N (Not Applicable) (ccasionally) (requently) C (Constantly) Activity is not applicable to this position. Position requires this activity up to 33% of the time ( hrs/day) Position requires this activity from 33% - 66% of the time ( hrs/day) Position requires this activity more than 66% of the time (5.5+ hrs/day) Physical Demands Stand Walk Sit Manually Manipulate Reach utward Reach Above Shoulder Climb Crawl Squat or Kneel N N Lift/Carry 10 lbs or less lbs lbs lbs N ver 100 lbs N Push/Pull 12 lbs or less lbs

5 Bend Grasp Speak lbs lbs N WRK ENVIRNMENT The principal duties of this class are performed in a general office environment. PHYSICAL ACTIVITIES AND REQUIREMENTS THIS PSITIN INGER DEXTERITY: Sufficient finger or manual dexterity with or without reasonable accommodation to enable the employee to operate a personal computer, telephone and related equipment. SPEECH: Sufficient clarity of speech or other communication ability with or without reasonable accommodation to enable the employee to communicate effectively and convey detailed or important instructions or ideas accurately, loudly or quickly. HEARING: Sufficient clarity of hearing with or without reasonable accommodation to enable the employee to hear average or normal conversations and receive ordinary information. VISUAL ABILITIES: Sufficient visual acuity or other power of observation with or without reasonable accommodation to enable the employee to determine the accuracy, neatness and thoroughness of the work assigned; to make general observations of facilities and structures; to review a wide variety of materials in electronic or hard copy form and perform activities such as viewing a computer terminal; visual inspection involving small defects, small parts, and/or operation of machines (including inspection). PHYSICAL STRENGTH AND PERSNAL MBILITY: Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which enables the employee to function within a general office environment. Sedentary work; sitting most of the time. Exerts up to 10 lbs. of force occasionally. Special Conditions: The City of Nampa has a Drug/Alcohol ree Workplace Policy. Any offer of employment is contingent upon passing a pre-employment drug test, background check and driving check (if applicable to position). Dates to Submit Application: Application and position information may be found online at: Applicant must submit an online application; resumes will not be taken in lieu of the application. Position will remain open until filled. The City of Nampa is an EE/AA Employer. The City has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the city reserves the right to change this job description and/or assign tasks for the employee to perform, as the city may deem appropriate.