Hybrid Accounts Payable - Payroll Technician bei The City of Bay City, Michigan

City of Bay City

Full Time - Accounts Payable/Payroll Technician

Fiscal Services Department - Teamsters 214 Non Supervisory

JOB SUMMARY

The following is intended as a brief description of the duties, responsibilities, and requirements of the position listed above and is not comprehensive.

This is a highly confidential and skilled position in the Finance Department that requires complex clerical and mathematical tasks, computer work, and recordkeeping. Independent judgement required in making decisions in accordance with established rules and procedures.

This position is responsible for maintaining the accounts payable functions of fiscal services as well as the shared duties of maintaining payroll operations. This will be done in accordance with state & Federal regulation, established policies, procedure, and collective bargaining agreements. Work involves processing and creating various reports related to the Payroll and Accounts Payable process.

Work is reviewed under the general supervision of the Deputy Fiscal Services Director, and through internal checks and audits.

ILLUSTRATIVE JOB DUTIES AND RESPONSIBILITIES

An employee in this position may be called upon to do any or all of the following essential functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or logical assignment to the class. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

Accounts Payable

1. Ensures that payments to vendors are completed in a timely, accurate and efficient manner. Take the Lead problem resolution between vendors and city departments and divisions.
2. Processes accounts payable; sorts invoices, codes to proper accounts, investigates any conflicting information, obtains authorizations and submits to appropriate departments
3. Enters batches and edits payables within established deadlines. Verifies status of payable from supplier and employee inquires and files. Verifies that all supporting information is properly scanned into the Accounts Payable system for filing prior to processing for payment
4. Generate and compiles reports as requested. Provides information for developments for budget requests as directed.
5. Initiates posting of accounts payable journal entries to general ledger and prepares budget progress reports.
6. Audits documents and reports for accuracy and assists in compiling information for use in annual audits and year-end close. Acts as liaison with other departments.
7. Coordinates and processes all Accounts Payable payments, including edit reconciliation, preparation and Also audits monthly credit card statements for compliance with City policy.
8. Performs general accounting functions specifically related to accounts payable. Reconciles and maintains specialized accounting records related to specific cost or revenue areas.
9. Support activities related to the functional area, including serving as the back-up for payroll
10. Prepares and distributes 1099 forms for vendors
11. Assembles an accurate accounts payable listing at the end of the fiscal year
12. Reviews all accounts payable transactions entered by City Departments for proper documentation and compliance with all City policies, procedures and practices
13. Perform other duties as required.

Payroll Note: The Payroll duties are shared duties.

1. Performs all maintenance and verification of payroll data, including time records, deductions, garnishments/levels, accruals, tax information, stipend payments, etc. and maintains all payroll files and records.
2. Processes bi-weekly payroll within established deadlines and handles the necessary deduction disbursements via Accounts Payable. Processing and distributing annual W-2's.
3. Communicates effectively with timekeepers, managers and employees regarding payroll processes and resolves any issues or discrepancies in a timely manner. Also assist with training all end-users using the timekeeping and/or self-services software.
4. Handles all reporting for City Retirement plans (MERS, Mission Square), and other related payroll reporting including electronic fund transfers to financial institutions.
5. Compiles the payroll portion of workers' compensation data, coordinates information between the City and third-party administrators, and assist with the annual workers' compensation audit.
6. Prepares and distributes various reports necessary for state or federal agencies, budgeting, contracts negotiation, or other City planning processes. Also handles employment and/or wage verifications.
7. Ensures employees on unpaid leaves of absence remit to the City of Bay City any missed deductions during the unpaid leave.
8. Responsible for data entry of voluntary employee deductions including but not limited to Health Savings Accounts, 457 and Roth IRA elections.
9. Perform other duties as required.

MINIMUM QUALIFICATIONS:

The requirements listed below are representative of the knowledge, skills, abilities, and qualifications necessary to perform the essential functions of the position. The Fiscal Services Director may accept any combination of experience, education, skills and certifications, or substitutions at their discretion.

Knowledge of:

• Substantial skills, knowledge, and demonstrated ability in a variety of office computer software including, but not limited to: windows, Microsoft office, and New World Financial system.
• Thorough knowledge and demonstrated ability in the operations of various office equipment including but not limited to, computer (both networking and personal), copy and facsimile machines.

Ability to:

• Ability to work independently on responsible and confidential assignments and use discretion in handling all confidential information. Strong attention to detail and ability to work effectively in a team environment is required.
• Ability to communicate effectively with employees, management, vendors and the public via written, verbal and electronic communication.

Education/Experience:

• Associate's degree in a business-related field or an equivalent combination of experience and / or training in the payroll and/or accounts payable fields.
• Substantial skills, knowledge, and ability in office procedures, records management business English, and computer operations.
• Must possess and maintain a valid State of Michigan Driver's license.

Please see the Full Job Description for more information