Accounts Payable / | Village of Hinsdale

The Village of Hinsdale is seeking an experienced, detail-oriented Accounts Payable/Receivable professional to join our Finance Department.

We welcome applicants who thrive in a fast-paced environment, bring strong organizational skills, and are committed to continuous process improvement.

Because this role is responsible for the Village’s full scope of accounts payable and accounts receivable functions, we are only considering candidates who meet the minimum qualifications and have demonstrated, hands-on AP and AR experience.

If you are a motivated multitasker with a proven background in these core areas, we encourage you to apply.

POSITION:                         Accounts Receivable/Payable Specialist

DATE:                                 November 18, 2025

DEPARTMENT:                  Finance

REPORTS TO:                   Chief Financial Officer

PAY GRADE:                      NM315

FLSA STATUS:                   Non-Exempt

PAY RANGE:                      $53,995.82 – 78,510.27 / per year

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Position Purpose

Responsible for accounts receivable and accounts payable/purchase order processing for the Village, backup for front counter operations, and provides administrative support for finance.

Supervision Exercised

None

Essential Functions:

Accounts Payable/Purchase Orders (70%):

• Enters purchase orders into the accounting system; reviews submitted documentation for compliance with the Village’s purchasing policy.
• Enters annual blanket purchase orders.
• Reviews purchase orders at year end, ensuring they are properly liquidated or closed out.
• Receives invoices from vendors and Village departments; compares invoices with purchase orders and requisitions.  Verifies information invoiced is numerically correct, ensures proper staff approvals, and inputs data into finance system. Ensures all attachments are uploaded to the accounting system.
• Reconciles vendor statements and follows up on outstanding invoices.
• Processes requests for refunds of bonds, deposits, and overpayments.
• Responds to inquiries relating to purchasing/invoices from Village and library employees, vendors and the public.
• Performs a series of checks and balances to assure the bills list is accurate.  Prepares warrant for Village Board approval (generally 2x per month).  Closes bills list after approval.
• Mails checks with remittances.
• Reconciles monthly credit card statements, ensuring all receipts have been submitted.
• Processes manual checks as needed.
• Maintains vendor records and enters new vendors into accounts payable system;  updates vendor information, including ACH and W-9s.
• Prepares and submits annual 1099 tax information as required.
• Prepares year end accounts payable close for the audit.
• Assists with preparation of the Annual Treasurer’s Report.
• Compiles data and prepares reports in response to FOIA requests.

Accounts Receivable (20%):

• Creates monthly invoices in accounting system for payment for all Village departments and mails.
• Maintains computerized record keeping of municipal places for eating tax collections. Follows up on delinquent accounts.
• Runs accounts receivable reports monthly to determine past due amounts; creates and mails past due invoices. Reconciles the accounts receivable report to the general ledger.
• Maintains contact with customers on past due balances, keeps records of communication and establishes payment plans.
• Manages the relationship with the Village’s collection agency; generates monthly reports to send to collections; enters payments received from collection agency.
• Assists with the annual vehicle sticker program.
• Assists with the annual generation of business, tobacco and scavenger licenses.

Front Counter Operations (10%):

• Acts in a backup capacity for the Village Hall front desk operation for the Finance Department, primarily as coverage for the daily lunch period. This position includes the following tasks:
  • Collect payments and issue receipts for various services.
  • Answer incoming calls, greet visitors, and assist or direct inquiries to the appropriate personnel.
  • Provide basic information for Park & Recreation registrations.
  • Provide basic information regarding Community Development and directs customers to the Community Development Department for technical questions.

 Marginal Functions:

• Prepares reports for audit related to core functional areas.
• Prepares other reports as needed.
• Orders supplies for the Finance Department as needed.
• Assists with other Finance/Administration Department projects.
• Performs routine office duties such as scanning, copying and filing.
• Operates all tools and equipment needed to perform job duties while adhering to all safety rules and practices.

Knowledge, Skills and Abilities

• Candidate must be motivated, a quick learner, multi-tasker and be able to handle multiple priorities in a fast-paced environment.
• Candidate must possess strong organizational and time management skills, with the ability to prioritize tasks and meet strict deadlines.
• Ability to problem-solve, and keen attention to detail.
• Ability to work within multiple software programs.
• Must have very efficient computer skills, especially in Microsoft Word, Excel and Outlook.
• Frequent contact with Village Hall visitors and other Village employees; must be able to communicate verbally and demonstrate good customer relations.
• Prepares reports as required; must be able to communicate in writing.
• Ability to prepare and maintain accurate records and filing systems.
• Ability to operate general office equipment, especially a calculator.
• Ability to establish and maintain satisfactory working relationships with Village personnel and the public.
• Ability to assist the public in a professional manner.
• Ability to follow directions and work with minimal supervision.
• Ability to learn, understand and adhere to all applicable safety precautions and procedures.

Education/Experience Requirements

• Two years or more of college coursework; an Associate degree or higher is highly desirable.
• Three years of experience in a related field, with a focus in accounts payable and/or purchasing.
• Prior experience in accounts receivable/billing.
• Must have computer software experience and a strong knowledge of Microsoft Office, specifically Word, Excel and Outlook.
• Experience in a local government entity is preferred.
• Experience with Tyler MUNIS is a plus.

Environmental Factors

The work environment generally includes an office setting with frequent interruptions and customer service-based conversations occurring in the work area. 

Physical Requirements

Regularly required to sit; use hands to type, touch, handle, or feel; reach with hands and arms and talk and hear.  Occasionally required to stand; walk and stoop, kneel or crouch.  May lift and/or move up to 20 pounds. The position requires prolonged periods of concentration. Specific vision abilities required by this position include close vision and ability to adjust focus.

Equipment used includes, but is not limited to, personal computer with a Windows operating system, Microsoft Office suite, printer, copy machine, scanner and calculator.

Safety Functions

• Becomes familiar with and observes all applicable safety and security policies/procedures.
• Immediately reports all unsafe conditions and acts to supervisor.
• Reports all accidents to supervisor immediately.
• Recommends improvements to safety and security practices.
• Obeys and adheres to all safety rules and work practices.