Accounts Payable Specialist - Town of Bloomfield, CT : Job Details

Salary: $38.93 HourlyLocation : CT 06002, CTJob Type: Full-TimeJob Number: 202300075Department: FinanceOpening Date: 12/04/2024Closing Date: 12/18/2024 11:59 PM EasternDescription The incumbent is responsible for managing the accounts payable (AP) process within the Town, ensuring that all invoices, bills, and payments are handled efficiently and accurately. Their duties include reviewing and verifying invoices for correctness, coding them to the appropriate accounts, and entering them into the accounting system. They ensure that payments are processed on time to avoid late fees, and they work closely with vendors and internal departments to resolve any discrepancies or issues related to billing. Additionally, the AP Specialist performs regular reconciliations, tracks outstanding balances, and ensures that all payments align with the organization's budget and financial policies. Their role is critical in maintaining the Town's cash flow, financial accuracy, and strong vendor relationships.ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, Primary (Accounts Payable)

• Accurately input vendor data in MUNIS.
• Receive and process invoices for all funds in compliance with Town policies and procedures.
• Request that vendors issue appropriate tax exemption forms for the Town.
• Preaudits source documents to ensure the validity of invoices received by the Town.
• Verify for proper approval, distribution to appropriate accounts, budget availability, and mathematical accuracy.
• Ensure invoices are properly assigned to purchase orders.
• Collaborate with Purchasing to ensure the accuracy of purchase order information and vendor files.
• Adhere to deadlines for invoice and payment processing to avoid incurring avoidable late fees.
• Establish communications with vendors and department heads or their designee to resolve any discrepancies with vendors' statements and invoices.
• Prepare and complete accounts payable checks in MUNIS.
• Enter Board of Education payroll and accounts payable journal entries in MUNIS.
• Create and distribute invoices for internal services provided to the two fire departments and the Board of Education.
• Create and distribute invoices for Police Extra duty work.
• Perform research and prepare reports.
• Other duties, as assigned.

Secondary/Backup (Payroll)

• Process and post payroll in MUNIS for all employees, including full-time, part-time, and temporary staff.
• Verify and reconcile timekeeping records, including hours worked, leave, and overtime.
• Calculate and process employee wages, deductions, benefits, and payouts.
• Ensure compliance with federal, state, and local payroll laws and regulations.
• Prepare and distribute paychecks and process direct deposits.
• Maintain accurate payroll records and files in a confidential manner.
• Prepare periodic financial, statistical, and/or operational reports,
• Resolve payroll discrepancies and respond to employee payroll inquiries.
• Generate, review, and submit payroll-related reports, such as tax filings and employee earnings statements.
• Remit all federal and state tax withholdings, employee benefit deductions, child support, tax levies, and wage attachments.
• Assist in the reconciliation of the general ledger to various payroll reports.
• Assist with year-end payroll processing, including W-2 forms and other tax documents.
• Assist with annual external audit.
• Collaborate with the Human Resources department to update employee information and payroll data.
• Other duties, as assigned.

Minimum Qualifications QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required.EDUCATION and/or EXPERIENCE Associate's degree in accounting, finance, or a closely related field from an accredited college/university plus five (5) years of progressively responsible office experience in accounting, finance, or a closely related field; or an equivalent combination of education and experience. A working knowledge of the MUNIS financial system is preferred. Must have working knowledge of the principles of bookkeeping and accounting procedures, preferably in a governmental setting as well as a working knowledge of accounts payable procedures. Must be able to make and verify computations with accuracy, compile statistical data, prepare routine reports, and work under time constraints and deadlines. Good knowledge of the English language, spelling, mathematics, modern office practices and procedures, office equipment, and computer programs such as Microsoft Excel and Word. Selection Process All appointments and promotions shall be made according to merit and fitness for performing the functions of the position, including factors such as education, experience, aptitude, knowledge, character, ethics, or other qualifications that would determine the best candidate for the position. Examinations may include written, oral, physical, or performance tests or any combination of the various types of examinations. Qualified applicants currently in positions covered by the UPSEU union contract have preference over all other applicants. Supplemental Information The Town of Bloomfield conducts pre-employment drug testing.Applications may be obtained from the Department of Human Resources, 800 Bloomfield Ave., Bloomfield, CT and must be submitted to Human Resources along with a resume and cover letter no later than Thursday, December 18, 2024. The Town of Bloomfield is an affirmative action/equal employment opportunity employer. Minorities, women & persons with disabilities are encouraged to apply. Persons with a disability who may need this information in an alternative format or who may need accommodations during the testing procedure should contact Rosa Matias, ADA Coordinator at 860-###-#### or at [email protected] We offer a complete benefits package to full-time employees including health care, dental, vision,401a and 457 retirement, life insurance, long-term disability, holidays, vacation, sick leave and personal days. To learn more details, call Town of Bloomfield Human Resources at 860-###-####.01 Do you have an Associate's degree or equivalent from a two-year or technical school in related field?

• Yes
• No

02 Which of the following describes your highest level of MS Excel proficiency?

• I do not have enough skills to meet the definition of Basic level below.
• Basic
• Intermediate
• Advanced

03 Do you have at least five (5) years of progressively responsible office experience in accounting, finance, or a closely related field?

• Yes
• No

04 Do you have experience working with MUNIS?

• Yes
• No

05 If you answered Yes to the previous question about working experience with MUNIS, please explain how you have used it and what employer you used this software with. If you don't have MUNIS experience, you can answer N/A to this question. Required Question