Senior Account Audit Clerk

The Town of Brookline is seeking a Senior Account Audit Clerk to perform financial work auditing and posting cash receipts and accounts payables, proofing accounts payable checks, assigning and updating vendor numbers. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Perform all other related work as required.

Qualifications:

Associate's degree in Accounting plus at least three years of experience in accounts payable and general ledger; or any equivalent combination of education, training, and experience. Prior Accounts Payable and/or Cash Receipts audit experience is important. Must have excellent Excel and Microsoft Word skills and the ability to work accurately and meet deadlines. Please see complete job description for additional requirements and essential functions of the job.

Salary Range: $27.54 - $28.77 hourly with excellent benefits. Please apply with resume and cover letter by December 6, 2024.

Senior Account Audit Clerk job description

Position Purpose:

The purpose of this position is to perform financial work auditing and posting cash receipts and accounts payables, proofing accounts payable checks, assigning and updating vendor numbers. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Perform all other related work as required.

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• Review and post all cash receipts that come to the Comptroller's Office from Treasury for accuracy. Corrections include, but not limited to, bank and date information, missing pages from batches and reports that must accompany certain batches. Reconcile reports to batches. The batches are sent via email attachment and must be printed, dragged to the audit file, snap shot into laser fiche and scan backup into laser fiche after posting.
• Request corrections to cash receipt transactions. Keep management informed of area activities and of any significant problems.
• Review and correct, including re-entry if necessary, batch payables from town and school departments. Verify and update batches. Run reports. Contact vendors to obtain W9 and clarification of questionable information. Perform internet searches directly related to documents being audited.
• Assign and update vendor numbers and other information. Includes verifying vendor information with Secretary of State Office online. Ensure against duplicate vendors.
• Review and verify checks against vouchers and Treasury Warrant. Provide general data in the MUNIS system.
• Identify disbursement checks that need voiding and/or correcting; notify department of changes. Prepare disbursements for the Treasurer's Office, including checks together with appropriate supporting documents (invoice lists, remittance advices, application or order forms).
• Make necessary corrections to checks; notify departments of changes; send checks to treasury. Inform accounts payable clerks regarding changes and corrections made to their batches.
• Request additional written information to support expenditure payments from employees and departmental clerks.
• Perform scanning of AP documents, W9's, journal entries, contracts, ledgers, and historical financial documents.
• Review initial fixed asset accounts payable transactions and works with the Senior Accountant and Assistant Comptroller to assure the inclusion of all appropriate purchases into the Fixed Asset database.
• Respond to telephone inquiries from vendors and departments regarding vendor payments; researches missing payments and duplicate payments.
• Assist with annual 1099 functions at calendar year end.
• Prepare reconciliation schedules for the annual audit.
• Respond to telephone inquiries from vendors and departments regarding vendor payments; researches missing payments and duplicate payments.
• Perform similar or related work as required, directed or as situation dictates.

Supervision:

Complexity: Perform varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative to interpret guidelines, policies, procedures and practices.

Independent Action: Work under direct supervision of the Comptroller, in accordance with established methods and procedures for Accounts Payable, cash receipts, and fixed assets, to complete assigned tasks according to a prescribed time schedule; duties require considerable attention to detail, accuracy and the exercise of judgment to carry out operations; specific issues are referred to the Comptroller.

Supervisory Responsibility: None.

Work Environment:

Work is performed in an office environment. Majority of work is performed in a quiet work environment. Operate computer, printer, telephone, copier, facsimile machine and all other standard office equipment. Make frequent contact with other town departments pertaining to accounts payable issues; responds to telephone calls from vendors. Employee has access to departmental confidential information such as banking information. Errors are detected through the system of checks and balances; however, posting delays could result in loss of services; A/P errors could result in violation of statutes and loss of funds.

Recommended Minimum Qualifications:

Education, Training and Experience:

Associate's degree in Accounting plus at least three years of experience in accounts payable and general ledger; or any equivalent combination of education, training, and experience. Prior Accounts Payable and/or Cash Receipts audit experience is important.

Knowledge, Ability and Skill:

Knowledge: Knowledge of office practices and procedures; knowledge of computer applications used to perform the operations of the department; familiarity with A/P and cash receipt methods and procedures. Knowledge of MUNIS, and Internet research, Crystal Reports and Laser fiche. Knowledge of internal controls related to Accounts Payable., Accounts Receivable, and General Ledger. Knowledge of 1099 regulations.

Ability: Ability to work with accuracy and meet deadlines; ability to work accurately with numbers and text; ability to communicate effectively in written and oral form; must be discreet and trustworthy. Ability to utilize personal computers and popular word processing and spreadsheet applications. Ability to research, track and resolve accounting or documentation problems and discrepancies.

Skill: Expertise and skill in utilizing personal computers, popular word processing, database, and spreadsheet applications. Skill in all of the above listed tools and equipment.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to work at a desk; regularly convey information to employees and the public; regularly move about inside the office to access file cabinets and office machinery; and traverse stairs. The employee must occasionally lift and/or move objects weighing up to 25 pounds, such as supplies, folders, and books. Ability to operate a keyboard and calculator at efficient speed and to view computer screens for extended periods of time. Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes and sounds associated with job-related objects, materials and tasks.

(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.)