Accounts Payable Coordinator | City of Elmhurst

 

The job duties of the Accounts Payable Coordinator include but are not limited to processing a variety of purchasing and accounts payable documents for the City and Library; maintaining vendor files, preparing and reporting financial data, and consulting with vendors and City personnel to ensure accurate information and documentation. 

 

• Review and process invoices; ensure conformity with purchase order specifications; compute net amounts, discounts, shipping charges, tax-exempt status, and similar costs.
• Perform check run; distribute checks/payments appropriately and ensure that accounts payable process is timely and accurate.
• Maintain vendor files; obtain W-9 information in accordance with federal requirements.
• Review purchasing statements for proper documentation and collecting missing data.
• Validates adherence to the City’s purchasing policies and procedures.
• Prepare accounts payable lists for review and approval of City Council.
• Consult with vendors and City personnel regarding payment status, and documentation, providing assistance as requested.
• Coordinate the purchase order process, including purchase order creation, monitoring, and reporting. Coordinate the monthly purchase card documentation and reconciliation process. 
• Reconcile various reports for conformity with monthly ledger balances.
• Coordinate electronic workflow approval process.  Assist other workflow users with troubleshooting and escalate issues as appropriate.  
• Assist in the preparation and reporting of financial data.
• Assist with the annual audit process.
• Assist with preparing responses to Freedom of Information Act (FOIA) requests.
• Assist with other financial reconciliations or special projects as assigned.

Qualifications/Skills

• High School diploma or equivalent.  An Associate’s Degree in accounting or related field is preferred.
• Minimum of two years of experience, including financial record keeping and reconciliation.
• One year of accounts payable experience is preferred.
• An equivalent combination of education, training and experience as determined by Human Resources.
• Proficiency in Microsoft Excel and an ability to learn and use financial software applications; experience with Tyler MUNIS a plus.
• Ability to effectively operate customary office equipment, including computers and related software, such as Microsoft Office and Windows-based programs.
• Ability to work within established deadlines and complete work on schedule.
• Position requires individuals capable of completing basic mathematical calculations.
• Must be detail-oriented and be able to work independently and as part of a team.  
• Demonstrate excellent verbal and written communication skills.
• Financial record keeping and bookkeeping practices and techniques.
• Principles and practices of auditing financial documents and records.
• Standard office practices and procedures, including filing and the operation of standard office equipment.
• Record keeping principles and practices; correct business English, including spelling, grammar and punctuation.

This is a full-time, non-exempt position.  The salary range for this position is $26.35/hour to $36.89/hour depending on experience.