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The City of Waterville is accepting applications to fill the position of Payroll and Accounts Payable Specialist in the Finance Department. This is a full-time, 40 hour per week position.

Primary responsibilities include processing payroll and accounts payables for the City and Library.

Interested applicants are requested to submit a letter of interest and current resume to the office of Human Resources, 1 Common St, Waterville, ME 04901. You can also apply by sending your cover letter and resume to hr@waterville-me.gov. The City will be accepting applications until the position is filled.

Waterville is an equal opportunity employer.

Position Title: Payroll and Accounts Payable Specialist

Department: Finance

Grade Level: 4

FLSA Status: Non-Exempt

Reports to: Accountant

Finance Director

OVERVIEW OF POSITION

This is a highly responsible and confidential fiscal administrative position providing support duties to both the City Accountant and the Finance Director and other city departments for the accurate and complete processing of all payroll, tax withholdings and account payable transactions including quarterly reporting to both Federal and State Agencies, and reconciliation of payroll accounts.

Work involves responsible, diverse administrative, clerical, and financial activities including contact and effective coordination with all city departments and outside vendors. The position requires a high level of independent judgement, initiative, and discretion based upon the knowledge of operating policies and procedures in coordinating the fiscal, personnel and administrative activities associated with the various demanding and complex union contracts, individual departments payroll procedures, and the city personnel policy regarding benefits.

Location: Position is located in City Hall.

ESSENTIAL JOB FUNCTIONS

(The following are illustrative of the duties and responsibilities associated with this position and are not intended to be all-inclusive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment of the position.)

Assists with the accounts payable functions and maintains an elevated level of ethics, confidentiality, integrity, and diplomacy. This includes the review and processing of payroll from approximately ten municipal departments and the library utilizing information from time sheets, departmental reports, collective bargaining agreements, or other personnel policies and classification systems; allocates payroll costs to proper accounts and prepares checks and direct deposits for distribution. This work must follow acceptable protocols to ensure confidentiality.

Prepares and records data relating to payroll benefits and deductions and performs weekly and monthly maintenance. Uploads quarterly information for State & Federal reporting for the City and Library. Prepares 941’s, W2’s, 1099’s, and all year end payroll reports.

Prepares accounts payables using excel reporting and the MUNIS software system for the review of the Accountant and/or Finance Director which includes handling accounts payable for separate departments, entities, and grant programs, Establishing and maintaining relationships with new and existing vendors including reconciliation of credit and charge accounts. Compare purchase orders, prices, terms of payment and other charges to ensure accuracy of charges.

Maintains the vendor list for the City and Library. Creates and maintains vendor statements, address changes, vendor ID numbers and W9s.

Works with city bank accounts to process debt service payments, ACH transfers, and payroll payments. Processing direct deposit, savings bond, and county tax payments. An individual must be able to be bonded and possess a high degree of accuracy and attention to detail.

Operates a variety of office equipment and programs. Assists with training other city employees in both payroll and financial recordkeeping procedures and entries into the MUNIS system.

Prepares a variety of reports for reference for the Finance Director. Prepares warrant tabulations and the Council Resolution for Roll of Accounts.

Responsible for preparing manual checks for both Accounts Payable and Payroll for the City and Library.

Types letters, memos, reports, and other information; uses word processing software for preparation of some items.

Handles all incoming calls and inquiries related to payroll and responds to a variety of citizen inquiries and complaints, both in person and by telephone, research information concerning the inquiry/complaint and provides excellent customer service when providing an explanation or recommends adjustments as may be appropriate.

Other duties as assigned.

EDUCATION AND EXPERIENCE

Possession of an Associate’s Degree and/or experience in accounting procedures and modern office practices with at least three years of prior office experience in accounting or financial record keeping setting. Familiarity with computer software for financial recording is highly desirable.

In lieu of the above, any equivalent combination of training and experience that provides the following knowledge, abilities and skills may be considered at the discretion of the City.

KNOWLEDGE, SKILLS, AND ABILITIES

Considerable knowledge of accounting, accounts payable, and payroll principles, methods, and procedures.

Ability to maintain complex office records to prepare accurate reports, and to assemble, and organize data from such records. Ability to independently seek assistance from outside sources in completing these reports.

Knowledge of complex principles involved in computerized accounting systems, computer software programs and applications for fiscal management, including spreadsheet type programs.

Ability to apply financial policies and accounting principles to varied work situations.

Ability to perform arithmetic computations quickly and accurately.

Ability to communicate well orally with the public and to establish and maintain effective working relationships with other city personnel.

Ability to type routine letters, memos, and forms.

Considerable skill in the operation of standard office equipment and of computers and peripheral equipment.

Ability to organize and prioritize multiple tasks.

This position will be cross trained to perform numerous job requirements of the City Accountant in their absence.

Physical Requirements: The position requires the ability to sit, stand, walk, bend, see, hear, speak, and use hands for the repetitive movements of keyboarding and using a calculator. You must be able to lift 20 pounds.

Supervisory Responsibilities: Provides occasional technical guidance to staff in financial recordkeeping procedures.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.

*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

Revised 11/23; 01/22; 08/05; 08/04; 08/99; 02/98; 03/93