Accounts Payable Assistant (Controller's Department)

County of Berks•Reading, PA

4d•Onsite

About The Position

The Accounts Payable Assistant is an intermediate-level role in the Controller’s Department that bridges processing clerks and accounts payable management. The position oversees the Vendor Master Database, supporting data integrity, fraud prevention, and regulatory compliance. It manages vendor onboarding and maintenance, IRS tax identification matching, and ACH payment configuration, and handles confidential financial, tax, and banking information with sound judgment and discretion. The role also supports vendor payment issue resolution; debit card preparation, distribution, and reconciliation; poll worker payments; wire, ACH, and intercompany transfers; banking operations; and year-end 1099 reporting. The assistant participates in financial-system implementations and AP automation, helps improve workflows, supports continuity of departmental operations, and assists with training and standard operating procedures. Physical presence in the office is required. Work is primarily during regular business hours, with occasional evening or weekend work potentially required.

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 suite applications such as 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.
Ability to comply strictly with 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.

Nice To Haves

Associate or bachelor’s degree in Accounting, Finance, or Business Administration is preferred.
Equivalent combinations of experience and training that provide the required knowledge, skills, and abilities may be considered.

Responsibilities

Set up new vendors, suppliers, and contractors in the ERP financial system and validate vendor tax classifications through TIN matching with IRS and state databases.
Audit and update vendor profiles, legal names, and addresses using supporting documentation, and help prevent duplicate records.
Coordinate vendor setup and changes with Procurement, including contracts and purchase orders.
Lead vendor database remediation, review inactive accounts, and collect updated IRS W-9 forms from vendors.
Contact vendors about converting to ACH payments, track communications and responses, and enter banking data after independent verification by the AP Manager.
Research and resolve vendor inquiries about missing payments, short-pays, delays, and statement reconciliations; coordinate with county departments and vendors to resolve invoice discrepancies.
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, and reconcile returned cards, signatures, payment records, and supporting documentation.
Receive and process wire, ACH, and intercompany transfer requests; prepare supporting forms and documentation; coordinate review, approval, accounting, and Treasury processing; maintain transfer records; and research exceptions.
Assist with bank stop-payments, direct debits, and daily Positive Pay exceptions as needed.
Track and clean up vendor data for year-end 1099 readiness; manage 1099 MISC, NEC, and G reporting and resolve returned forms and IRS correspondence.
Participate in software implementations, testing, project meetings, feedback, and recommendations, including the anticipated Oracle ERP upgrade.
Assist with AP automation initiatives and test and implement system enhancements and new payment processes.
Identify opportunities to reduce manual processing, streamline procedures, and improve workflow efficiency.
Assume designated responsibilities during the manager’s absence and maintain working knowledge of critical AP functions to ensure operational continuity.
Assist with technical training for AP clerks and county departments on procedures, Oracle modules, and SplashBI reports; serve as an escalation point for complex vendor profile or routing issues; and help review and develop AP standard operating procedures.