Accounts Payable / Payroll Administrator
Posted
Job Title: Accounts Payable / Payroll Administrator
Department: Finance
Immediate Supervisor: Finance Director
Supervises: None
Pay Grade: NE9 - $24.79 - $32.21
Hiring Range: $24.79 – $28.49 per hour
Status: Full-Time
Classification: Non-Exempt
Primary Place of Work: Apex Building / 495 Apex Valley Road Black Hawk, CO 80422
JOB DESCRIPTION:
Primary Responsibility: The Payroll/Accounts Payable Administrator plays a critical role in ensuring the accuracy and integrity of the organization’s financial operations. This position requires strong attention to detail, a high degree of accuracy, and a commitment to maintaining strict confidentiality. The duties outlined below represent the core responsibilities of the role; however, additional tasks may be assigned as needed to support the organization’s financial and administrative functions.
Duties:
The duties listed below are representative of, but do not necessarily include, all the duties and responsibilities that an individual in this position may be called upon to perform.
- Process payroll on a modern payroll system
- Ensure that all local, state and federal rules are followed
- Interacts with vendors and county employees for information and problem resolution.
- Create and provide training for county employees on payroll and timekeeping matters
- Payroll system subject matter expert: troubleshoot/solve issues related to the platform, and customize it as needed for various roles/departments
- Maintain a Payroll Process Guide, draft payroll and timekeeping policies, and improve the payroll platform
- Work with HR to ensure there are no gaps within the payroll process
- Provide backup to staff accountant as needed with simple reports or journal entries
- Processes invoices and other claims for payment generated by county employees and elected officials in an accurate and timely manner; checks, vouchers and expense reports for proper approvals, calculations, coding and support by third party documentation.
- Trains employees on usage of the Accounts Payable system, new vendor set-up requirements.
- Administers county p-card program, processes county p-card.
- Obtains vendor information prior to establishing vendors in payable system, including W- 9 information.
- Interacts with vendors, county employees, and elected officials for information and problem resolution regarding vendor accounts by answering questions relating to finance procedures and services
- Reconciles Accounts Payable, Payroll and Over the Counter checks, ach medical claims that have cleared monthly, along with applicable journal entries. Maintains and verifies coding quarterly and annually. Provides requested reporting.
- Submits monthly disbursement for publication per state statute. Processes 1099 including all required annual reporting with the help of Staff Accountant and Finance Director as needed.
- Conducts Petty Cash Audit, semi-annually.
- Provides cross-training and knowledge transfer to staff as needed to support continuity of operations and government services.
- Exercises sound judgment in handling confidential and sensitive information, ensuring appropriate disclosure only to authorized individuals and entities.
- Assists in stabilizing emergent or unforeseen operational situations to ensure continuity of services and effective organizational response.
- Adheres to all County policies, procedures, regulations, and applicable laws.
- Performs other duties and special assignments as assigned.
Minimum job requirements:
- Payroll and Accounts Payable experience preferred.
- Valid Colorado Driver’s license (or the ability to receive one within 6-months of employment) with a safe driving record
- Must possess FEMA IS100 and IS700a within six months of employment. (Training provided after hired)
OR
- Any combination of experience and education that would provide the required abilities, knowledge and skills as determined by Gilpin County may be substituted for the requirements above
Ability to:
- Establish and maintain courteous and effective working relationships with employees, the public and other agencies
- Coordinate projects necessary to the accomplishment of goals and objectives
- Work efficiently and effectively as a team member within the department and other departments
- Exercise independent judgement
- Organize work, set priorities, meet critical deadlines, and follow up on assignments with minimum direction
Qualifications (Knowledge, Skills and Abilities)
Experience and Work Ethic:
- Superior proficiency in the use of English for written and verbal communication skills in dealing with the County Manager, peers, contractors, subordinates and the public including the ability to read, understand, and explain County policies and ordinances’ relative to the position
- Exceptional problem-solving and conflict resolution skills
- Ability to exercise professional judgment and organization skills
- Creativity and ability to remain flexible in a changing environment while meeting required deadlines
- High degree of ethics and integrity
- Interest in ensuring County codes are adhered to regardless of personal feelings or relationship associated with individual matters
- Experience in effectively using computer hardware, peripherals, and standard computers software programs. Willing to learn new duties and technologyrelated
skills as required and/or needed
Civic Minded
- Must possess strong community interest, while understanding the County government organization, function, policy rules and regulations
- Ability to work effectively both independently and as a team member.
- Ability to be innovative and creative in management of financial resources in anoften changing and challenging environment
- Attends and actively participates in meetings, while using good judgment when necessary Applicate Federal, State and local laws, codes and regulations.
- Ability to present professionally to large and small groups publicly, while representing the interests of the County
- Ability to review and evaluate operating procedures and recommend improvements
- Use of professional and personal discretion to protect the County from any actual and/or perceived appearances of impropriety
- Applicate Federal, State and local laws, codes and regulations
Personal Responsiveness:
- Ability to establish and maintain effective working relationships with co-workers, elected and appointed officials, businesses, the general public and with the ability to
communicate effectively. - Self-directed and self-motivated in job-related tasks.
- Commitment that employment with the County is primary to all other forms of employment.
- Be punctual and prompt for work and meetings.
- Locate, organize, and retrieve department records and files in a timely fashion.
- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Knowledge of:
- Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff.
- Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs.
- Applicable Federal, State, and local laws, codes, and regulations.
- Principles and practices of employee supervision, including work planning, assignment, review and evaluation, mentoring and training of staff.
Mental/Physical Demands:
- Perform a wide variety of physical tasks such as bending, stooping, standing, walking at an incline or on level surfaces, and climbing stairs
- Clearly written communication