Accounts Payable Assistant (Controller's Department)

POSITION SUMMARY:

The Accounts Payable Assistant is the intermediate-level resource bridging the gap between processing clerks and accounts payable management. This role oversees the critical Vendor Master Database, ensuring data integrity, fraud prevention, and regulatory compliance. The individual manages the vendor lifecycle, including but not limited to onboarding, IRS tax identification matching, and Automated Clearing House (ACH) payment configurations. The position will regularly handle confidential and sensitive financial information and is expected to exercise a high degree of judgment, discretion, and attention to detail.

POSITION RESPONSIBILITIES:

1. Vendor Lifecycle & Risk Management

- Secure Onboarding: Execute the end-to-end setup of all new vendors, suppliers, and contractors within the ERP financial system.

- Compliance Validation: Confirm and validate all vendor federal tax classifications by performing strict Taxpayer Identification Number (TIN) matching via the IRS database and state databases

- Database Maintenance: Audit and execute vendor profile modifications, legal name changes, and address updates with supporting documentation to prevent duplicate entries.

- Communication with Procurement: Coordinate vendor setup and modification with procurement, dealing with contracts and purchase orders.

- Vendor Clean-up Campaigns: Spearhead database remediation projects, including reviewing inactive accounts and executing a systemic campaign to collect updated IRS W-9 forms from the entire vendor catalog (over 45,000 vendors).

2. ACH Setup, Verification & Security

- ACH Setup: Contact vendors to offer conversion from current payment methods to ACH. Track communication and responses via an electronic spreadsheet.

- ACH Banking Configuration: Collect and input vendor-requested banking data into the financial system for secure payment routing after independent verification by the AP Manager of information from the vendor.

3. Vendor Optimization

- Payment Issue Resolution: Actively research, troubleshoot, and resolve complex inquiries from vendors regarding missing payments, short-pays, processing delays, and historical statement reconciliations.

- Department Liaison: Communicate with county departments and vendors regarding invoice discrepancies, resolving root payment points while providing excellent customer service.

4. Debit Card Setup, Verification & Distribution

- Coordinate Debit Card Preparation and Distribution: Coordinate the preparation, organization, labeling, and distribution of debit cards and related materials for County departments. These departments currently include Election Services, Veterans Affairs, Berks Heim, and Courts.

- Prepare and Process Poll Worker Payments: Compile, verify, and process semi-annual poll worker payment information, including base pay, mileage, class payments, and other authorized compensation.

- Coordinate Election-Day and Post-Election Payment Activities: Process election-day and post-election debit card loads and payment adjustments

- Reconcile and Close Out Election Debit Cards: Reconcile returned cards, signature documentation, and payment records and maintain required records and supporting documentation.

5. Wire, ACH and Intercompany Transfers

- Process Wire, ACH, and Intercompany Transfer Requests: Receive and process electronic requests for wire, ACH, and intercompany transfers, including preparation of forms and supporting documentation.

- Coordinate Review, Approval, Posting, and Fund Transfers: Coordinate the review, approval, accounting, and Treasury processing of transfers.

- Maintain Transfer Records and Supporting Documentation: Maintain accurate transfer logs, records, and supporting documentation.

- Research and Resolve Transfer Exceptions and Reconciliation Issues: Research and resolve transfer discrepancies and exceptions in coordination with appropriate departments .

6. Disbursements and Compliance

- Banking Operations Lifecycle: Assistance with bank stop-payments, direct debits, and daily Positive Pay exceptions as needed.

- Year-End 1099 Readiness: Manage the annual tracking and cleanup of vendor data to ensure seamless year-end 1099 tax reporting.

- Tax Compliance: Responsible for the year-end 1099 MISC, NEC, and G reporting process. Resolution of 1099 forms returned and any IRS correspondence.

7. Systems and Process Improvement

- Software Implementation Support: Active participation in future software implementations through testing, project meetings, feedback, and recommendations. Oracle ERP upgrade anticipated within the next 2 years.

- Accounts Payable Automation: Assist with implementation and oversight of Accounts Payable automation initiatives.

- System Enhancements & Payment Processes: Participate in the testing and implementation of system enhancements and new payment processes.

- Workflow Improvement: Identify opportunities to reduce manual processing, streamline procedures, and improve workflow efficiency.

8. Continuity of Operations

- Managerial Coverage: In the manager’s absence, assume designated responsibilities to support continuity of departmental operations.

- Operational Continuity: Maintain working knowledge of all critical Accounts Payable functions to ensure continuity during employee absences and support uninterrupted departmental operations.

9. Team Support & Training

- Staff Education: Assist in providing and developing technical training for accounts payable clerks and county departments regarding standard operating procedures, Oracle modules, and SplashBI reports.

- Exception Guidance: Serve as one of the escalation points for accounts payable clerks to resolve complex vendor profile or routing discrepancies.

- Standard Operation Procedures: Assist in review and development of SOPs for AP functions within the Controller’s office.

MINIMUM EDUCATION AND EXPERIENCE:

- Education: Associate or Bachelor’s degree in Accounting, Finance, or Business Administration preferred.

- Experience: 3+ years of progressive accounts payable experience in a complex financial or governmental environment.

- Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities .

- Experience maintaining vendor records, processing payments, researching discrepancies, and reconciling financial transactions.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

- Intermediate proficiency in ERP financial systems and database reporting tools.

- Intermediate proficiency in Office Suite Skills (Word, Excel, etc.)

- Ability to maintain spreadsheets, track transactions, and prepare reports.

- Ability to review financial data, identify inconsistencies, and maintain accurate electronic records.

- Excellent communication skills, both oral and written.

- Rigorous attention to financial details.

- Strict compliance mindset regarding data privacy laws (HIPAA).

- Ability to maintain confidentiality and exercise sound judgment when handling sensitive financial, tax, and banking information.

- Ability to effectively 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 DEMANDS:

Work involves standing, walking, sitting, lifting, carrying, talking, hearing, using hands to handle, feel objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.

WORKING ENVIRONMENT:

Normal cubicles and individual office environment. Work is primarily performed during regular business hours; however, occasional evening or weekend work may be required based on the department’s needs. The position may require working in moderately noisy to loud environments, including cubicles and communal workspaces, and participating in frequent collaborative team meetings. The work environment may include a fast-paced setting with frequent interruptions, changing priorities, and interactions with employees, the public, and other stakeholders.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.