Accounts Payable / Admin Assistant

Position Title: Accounts Payable / Administrative Assistant

Department: Administration

FLSA Status: Non-Exempt

Wage: $19.00-$21.00

Benefits: Comprehensive benefits package including Medical, Dental and Vision Benefits, Flexible

Spending/Health Savings Account, 401(a) with employer match, 457(b) Deferred Compensation,

paid time off including vacation, sick and holidays.

General Statement of Duties:

Responsible for efficient and timely preparation of accounts payable for various funds. Performs general office duties, administrative duties, and office support for the administration department including the County Administrator, Finance Director, Human Resources Director, and Board of County Commissioners.

Supervision Received:

Works under the supervision of the County Administrator and the Finance Director.

Essential Duties and Responsibilities:

●General Office Duties include interacting with customers, answering the telephone, transferring calls, taking messages, receiving and directing visitors, ordering supplies, and mail distribution.

●Administrative duties for the Administration office and Commissioners include scheduling appointments, coordinating travel arrangements, preparing and organizing documents, filing, making copies, preparing communications (memos, emails, invoices, reports and other correspondence), writing letters and reports for review, and other administrative duties as needed.

●Responsible for preparation of accounts payable for various funds for payment. This includes processing, verifying, and reconciling invoices, reviewing invoices for appropriate documentation, fund coding, attaining director approval prior to entry into the system, and adherence to all County Internal Controls and Financial policies.

●Responsible for completing all processes of accounts payable preparation and reports including monthly and semi-annual publication.

●Assist in improving accounts payable process, including training and software upgrades.

●Responsible for receiving, processing, and organizing all agenda items for the Board of County Commissioners’ meetings and following County policy regarding the same.

●Responsible for scheduling and collection of rent for the Fairgrounds facilities as well as refunding deposits. Works closely with management and staff for scheduling of events.

Minimum Qualifications:

●Background in accounting, bookkeeping and computerized accounting systems preferred.

●Possession of strong computer skills including Microsoft Word and Excel.

●Administrative or office assistant experience.

Necessary Knowledge, Skills and Abilities:

●Knowledge of the principles and practices of computerized accounting, including accounts payable, cash receipts, and invoicing.

●Ability to create and maintain computer spreadsheets for financial analysis and tracking.

●Analytical ability to make sound, logical judgments and interpretations of accounting rules and regulations.

●Ability to operate general office equipment, personal computer, and a motor vehicle.

●Interpersonal skills to effectively interact with staff, citizens and contractors.

●Strong communication skills, both written and verbal.

●Ability to organize and handle multiple tasks and to prioritize assignments.

Special Requirements:

●Valid driver’s license

●Pass Background check

Physical Ability:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

●Tasks require the ability to exert light physical effort including, but not limited to, lifting, carrying, pushing and/or pulling, etc. of objects and materials of light weight (generally 30 pounds or less)

●Tasks involve extended periods of time in a seated position at a keyboard or workstation.

●Must be able to see and read typewritten text

●The noise level in the work environment is usually moderately quiet.