Fiscal Services Purchasing/Accounts Payable Specialist

JOB Under the general direction of the Finance Director and Assistant Treasurer, perform a variety of duties related to purchasing of supplies, equipment and materials; administers and maintains five individual and separate accounts payable systems for the City of Holland (primary government agency), Herrick District Library, Macatawa Area Express (MAX), West Michigan Airport Authority (WMAA) and Holland Energy Fund; and performing account reconciliations and other duties to support the Finance Department.

EXAMPLE OF DUTIES

Assists with the administrative process for sealed bids, requests for proposals and competitive quotes. Assist with document preparation, publishing documents on City's internal and vendor bidding websites, attend bid openings, and assemble bid documentation for department review.

Prepare purchase orders, process paperwork and forms; review requisitions and purchase orders to ensure completeness and compliance with City policies; develop and/or modify forms and processes for maximum efficiency and effectiveness.

Performs review and preparation of documents for payment processing. Duties include editing individual vendor invoices/statements and vouchers, application of vendor discounts and credits, ensuring proper coding for accounting distribution, ensuring proper approvals for payment, and avoiding duplicate payments or sales tax payments to vendors. Performs data entry of payment information to the financial software sub-systems for payables and encumbrances. Transmits Positive Pay files for online banking. On occasion, prepares manual accounts payable checks for emergencies and special situations. Process voids, stop payments, re-issue checks.

Maintain vendor file; enter new vendor information and assist vendors with concerns about invoices/statements, payments, and other miscellaneous items, as necessary.

Maintains vendor filing system for W-9 forms, and corresponding information. Prepares and sends out year-end 1099 forms to applicable vendors, and prepares the necessary reporting to the federal, state and local governments.

Follows up on uncashed AP checks, documents due diligence, and assists in the annual filing of the Unclaimed Property report to the State of Michigan.

Pursues collection of delinquent personal property taxes and industrial abatement taxes. Provides annual listing to the Circuit Court of delinquent property taxes recommended to be stricken from the records.

Manage collection activity for various accounts receivable, including working with the third-party collection agency, reconciling monthly statements, and initiating Small Claims court proceedings when necessary.

Prepares various Miscellaneous Receivable invoices.

Responsible for various required reporting, including sales tax, annual qualifying statement, and others as needed.

Prepare year-end audit schedules including fixed asset infrastructure, accounts payable reconciliation, accounts receivable reconciliation, collection receivables and other schedules as needed.

Assist with the annual budget preparation as needed.

OTHER DUTIES & RESPONSIBILITIES

Works with independent auditors and government agency auditors in their review and testing of records.

During budget preparation season, assist with various data gathering and data presentation.

Provide back-up assistance to the cashiers. Performs other duties as assigned.

SUPPLEMENTAL INFORMATION

Normal office environment with little discomfort due to noise, dirt, dust, and the like.