The Accounts Payable Clerk works under the supervision of the Finance Director with direction from the Township Clerk.

The Accounts Payable Clerk is responsible for finalizing payments and controlling expenses by receiving, processing, verifying, and reconciling invoices for all township departments in accordance with the township’s Procurement - Petty Cash - Credit Card Policy and Accounts Payable Policy as well as Generally Accepted Accounting Principles (GAAP) and other applicable finance policies, procedures and directives.

Although the Accounts Payable Clerk is not only essential for assuring municipal finances are accurate and current, and that vendors and suppliers are paid within established time limits, the position also requires having achieved a higher level of proficiency, knowledge and experience. This position has also enhanced knowledge and experience in the clerk / election / finance divisions of the department and has assumed multiple responsibilities unrelated to accounts payable. This position maintains all supporting documents in accordance with the township’s Record Retention & Disposal Record Schedule pursuant to Michigan Records Management Laws within the Enterprise Content Management System (ECM) (On-Base).

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the level and/or class of this position.

• Oversee all tasks associated with the processing of township-wide accounts payable expenditures in the financial management software system (BS&A).
• Audit all township incoming invoices and statements to verify accuracy.
• Prepare and process Electronic Funds Transfer (EFT) payments.
• Prepare documents and manual checks for bulk mailing and maintain appropriate records.
• Assist with monthly and year-end close-out procedures by confirming that all invoices are posted to the correct year.
• Prepare and distribute the annual Accounts Payable Calendar.
• Provide administrative direction and support to township staff for proper invoice processing in accordance with the township’s Procurement - Petty Cash - Credit Card Policy and Accounts Payable Policy as well as Generally Accepted Accounting Principles (GAAP) and other applicable finance policies, procedures and directives.
• Set-up and maintain updated vendor files, including required Form W-9, Request for Taxpayer Identification Number and Certification.
• Prepare and mail Form 1099-Misc, Miscellaneous Income annually to vendors, contractors and consultants subject to 1099 reporting.
• Compliance with the township’s adopted Record Retention & Disposal Record Schedule pursuant to Michigan Records Management Laws by preserving the custody of official department documents within the township-wide Enterprise Content Management System (ECM) / OnBase.
• Prepare applicable reports (Check Register - Amounts Greater than $10,000; Invoice Approval by Department) from the financial management software system (BS&A) for placement on the township board of trustee meeting agenda.
• Reconcile individual department’s monthly credit card statements.
• Ability to enter general journal adjustment entries.
• Provide technical support for payroll function.
• Proactive in locating payees for all outstanding checks to minimize and/or avoid escheatment by which the state becomes the owner of the funds.
• Attend township-wide bid openings.
• Accept, distribute, and complete Freedom of Information Act (FOIA) requests under the direction of the Designated FOIA Coordinator.
• Process outgoing mail for the township’s senior division.
• Provide notary public services as needed.
• Other duties as assigned.

• Provide support and substitute for the following clerk office functions:
• Process outgoing and distribute incoming mail.
• Telephone and in-person communications by providing information and/or forms to the public or township staff; process, follow-up, and/or refer individuals to appropriate department as applicable.
• Maintain township hall postage meter, replenish postage and request service as needed.

• High school diploma or General Education Development (GED) equivalency (Associate Degree* preferred).
• Advanced coursework* in bookkeeping or accounting is preferred.
• *Minimum of 3-4 years of progressive accounting office experience in a municipal environment may supplement or be accepted in lieu of advanced coursework.
• Substantial public contact in a municipal setting is preferred.
• Maintain Notary Public certification.

• Ability to maintain discretion concerning confidential township-related matters within the provisions of the Open Meetings Act and other applicable state and federal statutes and regulations.
• Considerable knowledge of township government organization and department operations.
• Considerable knowledge of the township’s Procurement - Petty Cash - Credit Card Policy and Accounts Payable Policy as well as Generally Accepted Accounting Principles (GAAP) and other applicable finance policies, procedures and directives.
• Considerable knowledge of banking practices, procedures and regulations.
• Considerable ability to develop, interpret and implement township office practices, operations, policies and procedures and federal, state and local regulations.
• Advanced proficiency in the township’s financial management software system (BS&A).
• Considerable computer software proficiencies: Microsoft Office (Word, Excel, PowerPoint and Outlook), Adobe Professional and the ability to master new technologies.
• Considerable proficiency in applying the township’s adopted Record Retention & Disposal Record Schedule pursuant to Michigan Records Management Laws by preserving the custody of official department documents within the township-wide Enterprise Content Management System (ECM) / OnBase.
• Considerable ability to research and resolve invoice discrepancies and issues.
• Considerable ability to generate customized reports and schedules with minimum direction within the township’s financial management software system (BS&A).
• Considerable ability to perform mathematical calculations.
• Considerable ability to perform detailed work accurately and independently with minimal direction and supervision.
• Considerable ability in organizational and time management methods in managing multiple projects needed to meet critical deadlines.
• Considerable knowledge of the Michigan Qualified Voter File (QVF); may be achieved upon hire.
• Considerable knowledge of Federal and Michigan Election Law; may be achieved upon hire.
• Considerable ability to communicate clearly and concisely in both written and verbal form with township staff and the public.
• Ability to type with speed and accuracy.
• Ability to adapt quickly to stressful situations.
• Ability to work independently as well as within a team.
• Ability to establish and maintain effective working relationships with the public and township staff.

Skilled in the operation of standard office equipment and technology including computers and related software, ability to master new technologies and operate specialized electronic voting system hardware and software. A valid Michigan Vehicle Operators’ permit is required.

The physical demands described here are representative of those that the employee must be able to successfully accomplish in order to be able to perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Must be physically able to perform basic life operational functions including: reasonable hand and finger dexterity and feeling critical to the normal range of motion needed to perform various functions and repetitive motions; verbal communication for exchanging information; and hearing in the normal audio range with or without correction.

Must possess the visual acuity to prepare and analyze data and figures, perform accounting processes, operate a computer terminal and do extensive reading.

Physical demands increase substantially during election cycles due to tasks associated with testing of election equipment The work requires some physical exertion such as periods of standing, recurring stooping, climbing or walking, recurring lifting of moderately heavy items weighing less than 30 pounds; a team lift approach is required for occasional lifting of objects weighing in excess of 30 pounds. At times, this position will be required to push or pull items with a weight range up to 80 pounds.

While performing the duties of this position: written and oral communication; interpretation of data, information and documents; analytical and problem-solving competency, observation and interpretation of situations, application of new information; and interaction with members of the public and township management and staff are frequently required.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
Work performed in this position is primarily in a standard office environment with extensive public and employee contact, and frequent interruptions.

This position reports to the Finance Director under the direction of the Township Clerk.

None.

Monday-Thursday 7:00 am-5:30 pm, or as otherwise needed.