Job description

City of Zeeland – Board of Public Works

Purchasing & Accounts Payable Coordinator

Supervised By: Utility Accounting & Finance Manager

Supervises: No supervisory responsibilities.

General Summary:

Under the general supervision of the Utility Accounting & Finance Manager, Board of Public Works, responsible for performing a variety of professional activities in purchasing, accounts payable, maintaining subsidiary ledgers, reconciliation, and assisting with audits related to the transmission and distribution of electric and water utility services. The Purchasing and Accounts Payable Coordinator is responsible for compiling data, preparing accounting statements and reports and provides support of centralized purchasing of a variety of materials, supplies, equipment, and services for use by all Zeeland BPW departments.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

PURCHASING

• Works with staff to determine BPW-wide and department needs; develops timelines coordinates the bid process.
• Follows budgetary guidelines when preparing for company spending. Initiates POs, ensuring compliance with appropriations and tracks expenditures against budget.
• Works with staff to help manage all bid processes for all projects and programs to include grant funded projects and programs.
• Obtains verbal or written price quotations or prepares formal specifications and bid packages as required; arranges for the duplication and distribution of such materials.
• Works with staff to help analyze bids, recommend award, and prepare the necessary documentation and Board and City Council agenda materials for awards; confers with legal staff regarding contract provisions; responds to formal protests regarding bid awards.
• Utilizes knowledge of standard vendor, price and purchasing reference sources for materials, equipment and supplies and principles and practices of contract negotiation and administration
• May interview salespersons, visit manufacturers and vendors, attend demonstrations, and obtains samples and literature from potential suppliers; obtain comparative data regarding price, quality, quantity, availability and delivery of materials, equipment, and supplies; recommend sources of supply.
• Places orders with vendors and negotiates changes to purchase terms as required; follows-up for contract renewal upon expiration dates; negotiates and evaluates contracts.
• Resolves purchase order, invoicing and delivery complaints and problems; follows-up and authorizes modifications to ensure that BPW staff receives materials and supplies of appropriate quality and quantity in a timely manner.
• May conduct pre-bid meetings; informs vendors and contractors of City policies, procedures, insurance and bonding requirements and other matters related to doing business with the City; ensures compliance with such policies and procedures.

Accounts Payable

• Responsible for performing advanced level clerical accounting, maintaining internal controls and financial record keeping activities including preparing, processing and maintenance of the BPW’s accounts payable
• Responsibility for making difficult cash management and accounts payable technical decisions.
• Performs technical accounting activities involving the reconciling and maintenance of accounts payable and fixed assets.
• Performs accounts payable coding per State of Michigan Uniform Chart of Accounts and the Federal Energy Regulatory Commission Chart of Accounts; verifies invoices for accuracy.
• Prepares standard journal entries for accounting functions. Duties include verifying calculations, confirming purchase orders and invoices, and reconciling billing software accounts receivable to the City’s General Ledger
• Works with vendors to resolve invoice related issues; coordinates efforts with contracting department(s)
• Coordinates, codes, and reconciles credit card purchases and prepares backup for check processing
• Assists in the maintenance of fixed asset system; analyzes data and audits for import into the system
• Prepares reports, correspondence and a variety of written materials; prepares and maintains accurate records and documentation of activities.

Other Responsibilities

• Provides technical assistance and vacation coverage to the Utility Billing Coordinator
• Uses standard office equipment, including a computer, in the course of the work
• Demonstrates courteous and cooperative behavior when interacting with public and staff; acts in a manner that promotes a harmonious and effective workplace environment
• Work is performed with considerable independence and is reviewed through direct observation, one-on-one meetings, reviews and results obtained.

Required Knowledge, Skills, Abilities and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

Minimum Education and Experience Requirements:

• Bachelor’s degree in accounting, or a degree in business administration, finance, public administration

OR

• A related discipline from an appropriately accredited institution with 18 semester hours of accounting

OR

• Equivalent combination of education and experience
• Municipal government and/or municipal electric utility and/or municipal water utility experience preferred but not required.

Knowledge of:

• Standard vendor, price and purchasing reference sources for materials, equipment and supplies.
• Principles and practices of contract negotiation and administration.
• Computer software and applications related to the work.
• Correct business English, including spelling, grammar, and punctuation.
• Records management principles and practices.
• Techniques for dealing with a variety of individuals from various socio-economic, ethnic and cultural backgrounds.

Skills in:

• Performing financial office support duties.
• Reading and explaining rules, policies and procedures.
• Analyzing and resolving varied financial office administrative problems.
• Organizing, researching and maintaining financial files.
• Performing accurate arithmetic calculations.
• Reviewing financial documents for completeness and accuracy.
• Reading and interpreting purchase requests, specification and other written materials.
• Working independently while contributing to team goals, objectives, and activities.
• Maintaining accurate financial records and preparing accurate and timely reports.
• Using initiative and independent judgment within established procedural guidelines.
• Producing consistently accurate work
• Using tact, discretion and prudence in dealing with those contacted in the course of the work.
• Preparing clear and concise reports, correspondence and other written materials.
• Organizing own work, setting priorities and meeting critical deadlines.
• Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.

Job Type: Full-time

Pay: $41,450.00 - $62,176.00 per year

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Tuition reimbursement

Physical setting:

• Office

Schedule:

• 8 hour shift

Work Location: One location

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