Payables Lead

City of Henderson Kentucky•Henderson KY 42420, KY

11h•Onsite

About The Position

The Payables Lead serves as the lead worker for the City of Henderson’s accounts payable operations. The role coordinates and oversees City-wide invoice processing, vendor maintenance, credit card administration, fixed asset tracking, and payroll review, while providing guidance and support to accounting staff to promote compliant, accurate, and efficient financial operations. The position supervises, trains, assigns work to, and provides daily direction to two Accounting Specialists. It reviews their work and accounts payable transactions for accuracy, completeness, proper documentation, authorization, and compliance with internal controls, City policies, purchasing requirements, budgetary requirements, and generally accepted accounting principles. The Payables Lead also maintains vendor and fixed asset records, reconciles City credit card statements, reviews departmental payroll hours, assists with year-end tax forms, and performs related administrative and operational duties. Regular and predictable in-person attendance during the City’s regular business hours is required. The selected candidate must successfully complete a pre-employment drug test and alcohol screening and may be subject to future testing under the City’s Drug and Alcohol policy. The position description is not a contract of employment and may be changed by the City.

Requirements

Associate’s or bachelor’s degree in business administration, accounting, purchasing, or a closely related field, supplemented by vocational or technical training emphasizing accounting, office management, and computer skills; alternatively, an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
Three years of previous experience and/or training involving purchasing, office management, accounting, and computer skills, or an equivalent combination of education, training, and experience.
Ability to calculate and tabulate data.
Ability to apply persuasion and influence in a supervisory capacity.
Ability to operate equipment, machinery, tools, and materials used in performing essential functions.
Ability to use reference, descriptive, and advisory information; perform basic arithmetic and calculations involving decimals, percentages, and fractions; and interpret graphs.
Ability to interpret instructions and exercise independent judgment, decisiveness, and creativity in evaluating information and adapting methods to assigned objectives.
Ability to maintain regular and predictable in-person attendance during regular business hours.
Ability to successfully complete required drug testing and alcohol screening.

Responsibilities

Oversee and administer City accounts payable operations, ensuring invoices are processed accurately, on time, and in compliance with applicable policies, procedures, budget requirements, and GAAP.
Review, verify, and approve accounts payable transactions for correct account coding, supporting documentation, authorization, and compliance with purchasing policies.
Monitor invoice workflows and resolve discrepancies with departments and vendors.
Establish and maintain vendor records in the financial management system, including new vendor setup and updates to payment information.
Review vendor setup documentation for compliance with IRS requirements, City policies, and internal control standards, and maintain vendor files and supporting documentation.
Prepare or complete forms, including W-9s, reports, correspondence, and other documents as needed.
Train new employees on purchasing processes, procedures, and software, and provide direction, technical assistance, and guidance.
Maintain records for City credit cards and related correspondence with issuing banks.
Reconcile City credit card statements monthly and ensure expenditures are documented, approved, and recorded in the appropriate accounting period.
Create and maintain spreadsheets and databases; enter, retrieve, gather, report, and forward information as requested.
Maintain the City’s fixed asset schedule and supporting documentation, and maintain records of capital asset acquisitions, disposals, transfers, and depreciation schedules.
Oversee physical fixed asset inventory counts as needed.
Move funds between bank accounts for accounts payable or payroll as directed.
Review payroll hours for the Finance Department and other City departments for completeness, accuracy, and compliance with payroll policies.
Assist departmental payroll personnel with timekeeping questions and help new employees with the payroll payment process.
Assist with year-end City tax forms, including ensuring appropriate forms are available and reviewing or uploading W-2 and 1095-C forms for filing.
Assist the Accounting Manager with additional payables activities as needed.
Ensure adherence to applicable federal, state, and local regulations affecting accounts payable, payroll, and financial reporting.
Supervise, train, assign work to, and provide daily direction to two Accounting Specialists responsible for accounts payable and related financial processes.
Review staff work for accuracy, completeness, and compliance with internal controls and departmental procedures.
Prepare administrative and operational reports and perform general office duties, including filing, typing, faxing, and data entry.
Operate a computer and required software to perform essential job functions.
Maintain regular and predictable in-person attendance during the City’s regular business hours.
Complete required pre-employment drug and alcohol screening and any future screening required by City policy.
Perform other related duties as required, necessary, or assigned.