Job Details

Accounts Payable Clerk

The purpose of this class within the organization is to perform a broad range of accounts payable and/or other administrative functions for a department, division or work unit. This class works under close supervision according to set procedures.

Essential Functions:

• Strives to be efficient and effective at balancing and meeting the common needs and reasonable expectations of core constituents.
• Contributes towards the department's mission by continuously striving to meet expectations, strategic goals and objectives.
• Processes payments for building permits, contractor's licenses, business licenses, City Service Fees, B&O taxes, fire fees, refuse fees, sewer fees, parking tickets, etc.
• Reconciles and balances out various funds.
• Processes payments received from customers; assists customers with questions or concerns regarding their account.
• Scanning and indexing of financial documents

Additional Department, Division or Work Unit Duties:

• Issues purchase orders and processes invoices and purchase requisitions.
• Prepares memorandums, letters and other general correspondence.
• Maintains extensive files and records related to purchasing and other administrative functions.
• Performs accounts payable functions and related bookkeeping duties including purchase orders, assignment of accounts, and inquires related to purchases.
• Prepares daily reports.
• Performs related work as assigned.

Responsibilities, Requirements and Impacts:

Data Responsibility:

Copies, transcribes, enters or posts data or information.

People Responsibility:

Serves others such as customers, attends to their requests and exchanges information with them.

Asset Responsibility:

Requires some responsibility for achieving minor economies and/or preventing minor losses through the handling of or accounting for materials, supplies or small amounts of money.

Mathematical Requirements:

Uses addition and subtraction, multiplication and division and/or calculates ratios, rates and percents.

Communications Requirements:

Reads routine sentences, instructions, regulations, procedures or work orders; writes routine sentences and completes routine job forms and incident reports; speaks routine sentences using proper grammar.

Judgment Requirements:

Responsible for guiding others, requiring a few decisions, affecting the individual and a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions, but with some variations from the routine.

Complexity of Work:

Performs semi-skilled work involving set procedures and rules, but with frequent problems; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

Impact of Errors:

The impact of errors is moderate affects those in work unit.

Physical Demands:

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage:

Handles or uses work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:

None.

Safety of Others:

Requires no responsibility for the safety and health of others.

Minimum Education and Experience Requirements:

Requires High School graduation or GED equivalent.

Requires six months in bookkeeping or administrative experience or closely related experience.

Requires knowledge in the use of a personal computer and in the application of Microsoft Office Products.

Special Certifications and Licenses:

None

Core Competencies:

• Accountability takes responsibility for own actions.
• Adaptability responds positively to change.
• Communications listens, speaks and/or writes in a clear, concise and respectful manner.
• Customer Service provides courteous, accessible and quality assistance to internal and external customers.
• Initiative takes proactive action to complete work or resolve issues
• Judgment & Decision Making evaluates issues and makes sound factual decisions.
• Professional Development - seeks opportunities to enhance technical skills and job knowledge.
• Teamwork & Cooperation collaborates with others to fulfill the City's vision and achieve departmental goals and strategic objectives.

Additional Qualifications:

• Must have the ability to provide documentation verifying legal work status.
• Ability to read and speak the English language proficiently in order to communicate and interact with others; to understand and interpret safety instructions; and to respond to internal and external inquiries.
• Ability to understand and comply with City and departmental guidelines, policies, procedures and expectations.

This job description has been designed to indicate the general nature and level of work that may be performed by an employee. It is not designed to contain or be interpreted as a comprehensive inventory or list of all of the duties, responsibilities and qualifications required of employees assigned to this job. Supervisors/Managers and/or Department Heads may also assign additional or other lawful duties as may be necessary and/or required. The City reserves the right to modify or change this job description at any time, for any lawful reason, with or without notice. This job description is not, and should not be construed or implied to be a contract, promise or guarantee of continued employment.

Americans with Disabilities Act Compliance

The City of Charleston, WV is an Equal Opportunity Employer. The ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.