Accounts Payable Assistant

The Accounts Payable Assistant will support the accounts payable function within the Managing Director's Office (MDO) Administrative Services Unit (ASU) and/or Counsel Fees Unit. This is an administrative position focused on a variety of accounts payable tasks that facilitate the operations of the MDO and adjacent departments or facilitates the prompt payment of court-appointed counsel. The role involves processing invoices against purchase orders and encumbrance documents, ensuring that invoices are presented accurately, and matching them with purchase order documentation or contract documentation. The assistant will maintain balanced and accurate departmental records and ledgers, ensuring proper coding and completeness. In addition, the Accounts Payable Assistant will verify data on expenditures and encumbrances by matching documents such as contract documents, purchase orders, and/or price lists, and contacting approvers, vendors, and/or contractors if necessary. The role also includes addressing and resolving any account discrepancies or improperly processed documents with the invoice approver, processing approved documents for payments, and ensuring payments and expenditures are monitored and processed efficiently and accurately. The assistant will also ensure proper documentation of accounts payable records. Specific duties related to the Accounts Payable Specialist in the Counsel Fee Unit include reviewing and processing payments for court-appointed vendors, verifying the validity of court appearances of counsel, examining receipts and court orders, posting accounting data to ledgers, books, registers, and journals, maintaining expenditure and budget control accounts, and preparing necessary reports related to accounting status. The assistant will cross-reference docketing information with vouchers in the court information system, research vendor payment information in the City of Philadelphia accounting system, correspond with court-appointed vendors, judiciary, and other outside agencies, and complete other clerical functions including copying, filing, and record retention.