PURCHASING/ACCOUNTS PAYABLE TECHNICIAN

Purchasing - Acco unts Payable Technician Treasurer TR/9 The City of Sheridans core values are what define us both as individuals and as a collective group of people. Weve selected these five values to emphasize the leadership role that every employee has in working as part of a team of teams, whether those t eams are in another department within the City or at the County, State, or National level. These values are paramount to meeting the mission of the City. The values are Make a Difference, Take Initiative, Build Trust, Show Optimism, and Promote Teamwork. JOB SUMMARY The Purchasing - Accounts Payable Technician performs accounts payable and purchasing functions for the City, including processing and reviewing invoices, maintaining purchase orders, preparing claims for Council approval, reconciling accounts, processing vendor payments, and ensuring transactions are accurate, properly supported, and compliant with City policies and procedures. MAJOR DUTIES • Accounts Payable: Receive, review, and process invoices and requests for payment. Verify invoices for accuracy, appropriate authorization, correct vendor information, proper general ledger coding, purchase order compliance, and adequate supporting documentation prior to en try and payment. Review entries for completeness and accuracy before final processing. • Claims Processing: Prepare and process City claims for payment, including producing claims lists for City Council review and approval. Process approved payments through check, ACH, or other authorized payment methods and maintain appropriate payment documentation. • Purchasing/Purchase Orders: Review requisitions for proper authorization, account coding, vendor information, budget availability, and compliance with purchasing requirements. Create, revise, maintain, and close purchase orders and blanket purchase orders. Monitor outstanding purcha se orders and requisitions and work with departments to resolve or close aged items. • Reconciliations & Research: Perform monthly reconciliations of accounts payable and other assigned accounts. Research and resolve discrepancies, outstanding checks, duplicate or incorrect transactions, unmatched invoices, and other reconciling items. Initiate or request correcting e ntries when necessary. • Internal Review & Controls: Review accounts payable and purchasing transactions to ensure entries are accurate, properly supported, appropriately coded, and consistent with City policies, procedures, budgets, and internal controls. Identify errors or inconsistencies and coordinate c orrections before transactions are finalized. Purchasing -Accounting Technician, Treasurer Page 2 • Vendor Management: Maintain accurate vendor records, obtain required W -9 and vendor documentation, perform IRS TIN matching, establish vendors in Munis, maintain 1099 classifications, and prepare annual 1099 reporting. • Department Support: Serve as a resource to City employees regarding invoices, purchase orders, payments, purchasing procedures, account coding, budget availability, travel documentation, and related accounts payable matters. • Audit & Records: Maintain organized supporting documentation and records in accordance with applicable retention requirements and assist with year -end closing and annual audit requests. • Other duties as assigned. KNOWLEDGE REQUIRED BY THE POSITION Knowledge of Generally Accepted Accounting Principles. Knowledge of the Municipal Fiscal Procedures Act. Knowledge of department and city policies and procedures. Knowledge of the principles, practices, laws, and regulations related to municipal accounting and budgeting activities. Knowledge of the principles, practices, laws, and regulations related to municipal purchasing and accounts payable activities. Knowledge of Internal Revenue Service rules regarding 1099 reporting. Knowledge of job -related software , including but not limited to Munis, Excel, Word, Adobe, and PowerPoint. Skill in the operation of computers and other standard office equipment. Skill in planning, organization, and decision making. Skill in the preparation of financial reports. Skill in oral and written communication. SUPERVISORY CONTROLS The Assistant City Treasurer assigns work in terms of general instructions. The supervisor spot -checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results. Purchasing -Accounting Technician, Treasurer Page 3 GUIDELINES Guidelines include Generally Accepted Accounting Principles, Municipal Fiscal Procedures Act, the City of Sheridan Employee Handbook, Sheridan City Code, State Statutes, and Wyoming State Archives regulations. These guidelines are generally clear and specific , but may require some interpretation in application. COMPLEXITY/SCOPE OF WORK The work consists of administrative , clerical, and technical duties. The need for accuracy and frequent interruptions contributes to the complexity of the position. The purpose of this position is to perform purchasing -related transactions and other accounting processes. Successful performance helps ensure the sound financial operation of the city. CONTACTS Contacts are typically with co -workers, vendors, and the public. Contacts are typically to give or exchange information, provide services, and resolve problems. PHYSICAL DEMANDS/ WORK ENVIRONMENT This role operates in a fast -paced, high -volume environment requiring strong attention to detail to effectively review and maintain a large workload. The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light objects. The work is typically performed in an office. SUPERVISORY AND MANAGEMENT RESPONSIBILITY None. MINIMUM QUALIFICATIONS Associates degree required or a combination of experience and education. Two years of bookkeeping or record -keeping experience, preferably in governmental accounting. Possession of a valid drivers license issued by the State of Wyoming for the type of vehicle or equipment operated. Ability to be bonded. Purchasing -Accounting Technician, Treasurer Page 4 The City of Sheridan is an at -will employer. This means that either party - the employee or the employer - may end employment at any time, with or without cause, with or without notice. All the terms, conditions, and benefits of employment with the City are subject to change at any time, with or without notice, at the discretion of the City.