About the Department

Under direct supervision, this position performs a variety of clerical and fiscal duties in support of the Town of Smithfield’s Office of the Treasurer. Duties include set up, processing, and maintenance of vendor accounts for payment. Performs related work as required.

Position Duties

• Sets up and maintains vendor accounts. Manage accounts online if applicable.
• Organizes and distributes vendor invoices to department heads for approval prior to payment. Reconciles statements
• Codes and enters invoice data for payment.
• Prepares checks and maintains records on accounts payable transactions.   
• Mails accounts payable checks
• Answers phones and assists caller with questions and/or requests for information pertaining to billings, payments, or other issues pertaining to Town financial activities.  
• Supplies departments with information related to accounts payable as needed
• Works with team to implement ERP system. 
• Process payments from Payroll deductions. 
• Maintains close communication with the Treasurer on all outgoing payments.
• Performs certain banking duties such as Positive Pay
• Files vendor 1099 reports to the IRS at calendar year end.
• Organizes all AP reports, check registers for annual financial auditing.
• Maintains physical records of paid bills and coordinates with records management. 

• Maintains and updates procedures; and

• Performs other assigned duties.

Minimum Qualifications

• High School Diploma or equivalent;
• Three (3) to five (5) years of related work experience and/or training that includes receiving and recording payments, and entering and retrieving financial data into automated systems;
• Must possess excellent attention to detail.
• Must possess strong organizational skills. 
• Must possess a customer service focused attitude. 
• Must be proficient in MS Office applications; specifically Word and Excel. 
• Must possess knowledge of operating standard office equipment. 
• Must possess excellent communication skills, both written and verbal.
• Or equivalent training, education, and/or experience.

Other Qualifications

• Knowledge of modern office practices and procedures; 
• Knowledge of Microsoft Office (Word, Excel, PowerPoint, and other similar programs); 
• Skill in arithmetic and English grammar; 
• Skill in customer service; 
• Skill in planning and organizing work; 
• Skill in utilizing such office equipment as a calculator, typewriter, facsimile machine, and copier; 
• Skill in interpersonal relations; 
• Skill in the use small office equipment, including copy machines or multi-line telephone systems; 
• Skill in using computers for data entry, word processing, and/or accounting purposes; 

• Skill in communicating effectively both orally and in writing;
• Skill in communicating and working effectively with a team; 
• Skill in clarifying authority, responsibilities, and expectations; and

• Ability to complete assigned work within established deadlines in accordance with directives, policies, standards, and prescribed procedures;
• Ability to prioritize and meet deadlines;
• Ability to work independently;

• Ability to meet regular attendance requirements;

• Ability to maintain the professional expertise required to perform the job effectively;
• Ability to make timely and sound decisions;
• Ability to adhere to all established safety standards and ensure such standards are not violated;
• Ability to schedule own time to meet deadlines; 

• Ability to organize and communicate effectively
• Ability to make action-based decisions with the application of professional business ethics;

• Ability to establish and maintain working relationships with Town officials, fellow employees, and the general public.