Accounts Payable Technician

Position Overview: The Town of Vail is now seeking an Accounts Payable Technician to join our Finance Team! Expected Hiring Range: $28.
42 - $32.
69/hour Full Pay Range: $28.
42 - $36.
95/hour The Accounts Payable Technician position administers accounts payable and purchase order processing and maintains the supporting systems.
Administers purchasing card (P-Card) processing and maintains the supporting systems.
Validates daily deposits.
Ensures accuracy and completeness of vendor documentation for payment.
Trains department representatives and internal backup personnel in proper purchasing and payment procedures for the Town of Vail.
Receives day to day direction from the Accounting Manager.
Acquires approval for any payment that does not meet the Town of Vail Purchasing Policy.
Accounts Payable Technician duties include, but are not limited to: Maintains decentralized purchasing system.
Co-manage new system upgrades (selection and implementation).
Recommend and implement business process improvement, specifically automation / paperless solutions for both Pcard and invoice processing.
Train department users on new software and business processes; Follow up assistance to departments as needed.
Examine each purchase order and field purchase order to validate the following: terms, discounts, credits, payment status, tax charges, address and check vendor for 1099 purposes.
Reconciles vendor statements to ensure no duplicate payments are made.
Provide invoices to departments as needed.
Analyzes utility and phone bills for current payments and usage.
Enter each bill into A/P system for payment.
Maintains utility and phone account conversion listings.
Manage relationship with utility companies for automated download of detailed invoices (future project) with the goal of reducing manual entry of department-level expense items.
Performs multiple computerized functions to produce A/P transactions.
Verifies A/P transactions to invoice backup prior to check production.
Enter hand-written checks as required.
Produce A/P checks and reports each week.
Reviews submitted bills for appropriate approval process and adequate supporting documentation.
Responsible for obtaining approvals and adequate supporting documentation from departments if not provided with initial submission.
Responsible for records retention of A/P checks and supporting documentation, including scanned documents into electronic records retention system.
Reconciles A/P accounts and retention accounts on a monthly basis.
Responsible for properly accounting for expenditures and encumbrances based on purchasing date for the year end.
Includes monitoring 2 fiscal years of general ledger open for posting until mid February.
Responsible for pulling A/P and Pcard audit information to facilitate the external annual audit.
Responsible for producing, reconciling and mailing IRS 1099 forms for vendors and host programs as needed.
Responsible for managing Purchasing Card system users.
This includes the uploading and downloading of information, along with balancing and posting.
Weekly the Pcards must be uploaded to the A/P system from the credit card bank.
This requires the Pcards to be run through the complete check processing system.
Serves as PCard system administrator including new cards, card limits, declines and fraud issues.
(180 card holders) Communicate and coordinate with departments on proper approvals and backup documentation.
Work with outside vendors on any issues.
Responsible for processing the Special Events, Information Systems and Public Relations Department invoices and Pcards purchases.
Process other unique payable requests as needed per Finance Director or Accounting Manager.
Verifies daily deposits from the Finance Cashier.
Primary backup for daily cash posting procedures.
Occasional back up for front desk reception.
Process payment for Town of Vail quarterly sales tax remittance.
Responsible for complying with all Town of Vail safety and health policies, practices, and procedures that prevent any mitigate human and economic losses arising from accidental causes and adverse occupational and environmental health exposures.
Serve the citizens and guests of the Town of Vail by abiding by all Town of Vail core values.
Perform job in accordance with all Town of Vail safety practices.
Other duties as assigned.
Skills / Requirements: Vail is a guest service oriented and resort destination community.
We realize that to set the standard for world-class alpine resorts, our employees make all the difference! That is why we are looking for passionate individuals who strive for excellence in all that they do.
Qualified applicants must have knowledge of general accounting principles, specific accounts payable processes and ledger/sub ledger structure.
Ability to understand and follow internal control processes, purchasing policies and assist with enforcement of those procedures.
Ability to communicate effectively and professionally in person, on the phone or via email.
Skilled in excel, word processing and other computer applications.
A detail-oriented person is well suited for this position.
In addition they must meet the following requirements: Minimum of two years of responsible professional accounts payable experience; Bachelor’s degree from an accredited college or university with major course work in accounting, finance, business administration, public administration or a related field, or equivalent experience.
Culture / Lifestyle / Benefits: Are you interested in living and working in Vail, CO? Vail, which is centrally located in the Rocky Mountains, offers easy access to Denver (100 miles to the east) and is surrounded by the White River National Forest, offering world class outdoor activities in summer and winter (skiing, snowboarding, hiking, biking, white water).
When asked, most of our employees say that working for the Town of Vail feels like family.
Our values-based culture is nurtured by the employees’ strong desire to foster teamwork, take ownership in Vail’s future and an overall pride for serving their community.
Let’s not forget that our efforts not only benefit the community but also allow us to enjoy the spectacular amenities and culture in the Vail Valley which we call home! To find out more about our community, please visit our website www.
vailgov.
com and click on Vail Information.
The Town of Vail offers an excellent benefits and compensation package to our full-time employees.
This includes health and dental coverage, town-funded retirement, 457 pre-tax savings plan, life/survivor insurance, tennis pass, golf pass and other ski pass/wellness benefits.
What’s more, the town offers many other benefits to help employees make Vail their “home” including employee housing options, home buyer/renter assistance programs, day care assistance, education reimbursements, professional development opportunities and much, much more.