Accounts Payable Assistant (Controller's Department)

County of Berks•Reading, PA

3d•Onsite

About The Position

The Accounts Payable Assistant is an intermediate-level resource in the Controller’s Department, bridging processing clerks and accounts payable management. The role oversees the Vendor Master Database, supporting data integrity, fraud prevention, and regulatory compliance. Responsibilities include managing vendor onboarding and record maintenance, validating tax identification information, configuring payment details, resolving payment issues, and handling confidential financial, tax, and banking information with sound judgment and discretion. The position also supports debit card preparation and distribution, poll worker payments, wire and other electronic transfers, bank operations, year-end 1099 reporting, accounts payable automation, and financial system enhancements. The assistant helps maintain continuity of department operations, supports and trains clerks and county departments, and contributes to standard operating procedures and workflow improvements. Physical presence in the office is required. Work is primarily during regular business hours, with occasional evening or weekend work possibly required based on departmental needs.

Requirements

At least 3 years of progressive accounts payable experience in a complex financial or governmental environment.
Experience maintaining vendor records, processing payments, researching discrepancies, and reconciling financial transactions.
Intermediate proficiency with ERP financial systems and database reporting tools.
Intermediate proficiency with office software, including Word and Excel.
Ability to maintain spreadsheets, track transactions, and prepare reports.
Ability to review financial data, identify inconsistencies, and maintain accurate electronic records.
Excellent oral and written communication skills.
Rigorous attention to financial detail.
Strict compliance mindset regarding data privacy laws, including HIPAA.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive financial, tax, and banking information.
Ability to prioritize and manage multiple tasks, competing deadlines, and changing workloads while maintaining accuracy and attention to detail.
Ability to handle stress.
Physical presence in the office is required.
Physical ability to stand, walk, sit, lift, carry, talk, hear, use hands to handle or feel objects, tools, or controls, and reach with hands and arms; close vision and ability to adjust focus are also required.

Nice To Haves

Associate or bachelor’s degree in Accounting, Finance, or Business Administration is preferred.

Responsibilities

Set up new vendors, suppliers, and contractors in the ERP financial system.
Validate vendor federal tax classifications and perform TIN matching through IRS and state databases.
Audit vendor profiles and process documented legal name and address changes while preventing duplicate records.
Coordinate vendor setup and modifications with Procurement, including contracts and purchase orders.
Lead vendor database remediation, review inactive accounts, and coordinate collection of updated IRS W-9 forms.
Contact vendors about converting to ACH payments and track communications and responses.
Collect and enter vendor banking details after independent verification by the AP Manager.
Research and resolve vendor inquiries involving missing payments, short pays, processing delays, and statement reconciliations.
Coordinate with county departments and vendors to resolve invoice discrepancies and payment issues.
Coordinate preparation, organization, labeling, and distribution of debit cards and related materials for county departments.
Compile, verify, and process semi-annual poll worker payments, including base pay, mileage, class payments, and other authorized compensation.
Process election-day and post-election debit card loads and payment adjustments.
Reconcile returned election debit cards, signature documentation, and payment records, and maintain supporting records.
Receive and process wire, ACH, and intercompany transfer requests, including forms and supporting documentation.
Coordinate transfer review, approval, accounting, and Treasury processing; maintain transfer logs and records; and research transfer exceptions and reconciliation issues.
Assist with bank stop payments, direct debits, and daily Positive Pay exceptions as needed.
Track and clean up vendor data for year-end 1099 reporting; manage 1099-MISC, 1099-NEC, and 1099-G reporting, returned forms, and related IRS correspondence.
Participate in software implementations, system testing, project meetings, and implementation of accounts payable automation and new payment processes.
Identify opportunities to reduce manual processing, streamline procedures, and improve workflow efficiency.
Assume designated responsibilities in the manager’s absence and maintain knowledge of critical AP functions to support operational continuity.
Assist with technical training for accounts payable clerks and county departments on procedures, Oracle modules, and SplashBI reports.
Serve as an escalation point for complex vendor profile or payment routing discrepancies.
Assist in reviewing and developing standard operating procedures for Accounts Payable functions in the Controller’s office.