Village of Hinsdale

POSITION:                            Accounts Receivable/Payable Specialist

DATE:                                    May 15, 2024

DEPARTMENT:                  Finance/Administration

REPORTS TO:                    Chief Financial Officer

PAY GRADE:                       NM315

FLSA STATUS:                   Non-Exempt

PAY RANGE:                      $52,169.87 –  $75,855.34 / per year

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Position Purpose

Responsible for accounts receivable and accounts payable processing for the Village, front counter operations, and provides administrative support for finance.

 

Supervision Exercised

None

 

Essential Functions:

 

Front Counter Operations (40%):

1.    Manage the Village Hall front desk operation for the Finance Department, including collecting payments and issuing receipts for various services.

2.    Balance daily cash, check and credit card receipts, reconcile daily cash reports, and prepare bank deposits.

3.    Answer incoming calls, greet visitors, and provide assistance or direct inquiries to the appropriate personnel.

4.    Process payments for tickets issued by the Police Department, manage parking permits, and issue vehicle stickers and animal tags.

5.    Scans, reviews and saves all daily deposits and batch documentation.

6.    Handle daily mail posting, distribute to appropriate personnel, and manage inter-office communications.

7.    Provides backup for Park & Recreation registrations.

8.    Provide basic information regarding Community Development and directs customers to the Community Development Department for technical questions

Accounts Receivable (40%):

1.    Creates monthly invoices for payment for all Village departments and mails.

2.    Maintains computerized record keeping of municipal taxes, including places for eating tax collections.

3.    Runs accounts receivable reports monthly to determine past due amounts; creates and mails past due invoices.

4.    Maintains contact with customers on past due balances, keeps records of communication and establishes payment plans.

5.    Manages the relationship with the Village’s collection agency; generates monthly reports to send to collections; enters payments received from collection agency.

6.    Manages the annual vehicle sticker/animal tag program.

7.    Assists with the annual generation of business and scavenger licenses and annual alarm billing.

Accounts Payable (20%):

1.    Serves as a backup to the Accounts Payable Clerk. Accounts Payable Clerk duties include the following items:

2.    Processes purchase orders and invoices for payment; compares invoices with purchase orders and requisitions.  Processes blanket purchase orders.  Verifies information and inputs data into finance system.  Reconciles accounts and statements.  Updates financial information.

3.    Responds to inquiries relating to purchasing from Village and library employees, vendors and the public.

4.    Performs a series of checks and balances to assure the bills list is accurate.  Prepares warrant for Village Board approval.  Closes bills list after approval.

5.    Maintains vendor records and enters new vendors into accounts payable system.

6.    Prepares and submits tax information as required such as 1099s.

7.    Prepares year end accounts payable close.

Marginal Functions:

1.    Relieve Customer Service Representative for breaks.

2.    Prepares reports for audit. Prepares other reports as needed.

3.    Assists with other Finance/Administration Department projects.

4.    Performs routine office duties such as typing, copying and filing.

5.    Operates all tools and equipment needed to perform job duties while adhering to all safety rules and practices.

Knowledge, Skills and Abilities

Candidate must be motivated, a quick learner, multi-tasker and be able to handle multiple priorities.
Ability to work within multiple software programs.
Must have very efficient computer skills, especially in Microsoft Word and Excel
Ability to count money and reconcile payments received on a daily basis
Frequent contact with Village Hall visitors, other Village employees; must be able to communicate verbally and demonstrate good customer relations
Prepares reports as required; must be able to communicate in writing
Ability to handle multiple tasks simultaneously and in a timely manner
Ability to prepare and maintain accurate records and filing systems
Ability to operate general office equipment, especially a calculator
Ability to establish and maintain satisfactory working relationships with Village personnel and the public
Ability to assist public in a professional manner
Ability to work with minimal supervision
Ability to learn, understand and adhere to all applicable safety precautions and procedures
Environmental Factors

The work environment generally includes an office setting with frequent interruptions and customer service based conversations occurring in the work area.

Physical Requirements

Regularly required to sit; use hands to touch, handle, or feel; reach with hands and arms and talk and hear.  Occasionally required to stand; walk and stoop, kneel, crouch or crawl.  May lift and/or move up to 20 pounds. The position requires prolonged periods of concentration. Specific vision abilities required by this position include close vision and ability to adjust focus.

Equipment used includes, but is not limited to, personal computer with a Windows operating system, Microsoft Office suite, printer, copy machine, fax machine and calculator.

Safety Functions

Becomes familiar with and observe all applicable safety and security policies/procedures
Immediately reports all unsafe conditions and acts to supervisor
Reports all accidents to supervisor immediately
Recommends improvements to safety and security practices
Obeys and adheres to all safety rules and work practices
Position Requirements

Two years or more of college coursework; an Associate degree is highly desirable
Three years of experience in a related field, preferably clerical work or as a teller or cashier
Must have computer software experience and a strong knowledge of Microsoft Office, specifically Word and Excel
Experience with Tyler Munis is preferred.

Process

The selection process includes an application process, interview process, background check and post offer physical and drug screening.

The position is open until filled. The position is expected to be filled as soon as the interview process and background checks are completed.

Interested candidates should submit an application,  resume and a cover letter to the Village of Hinsdale, Village Manager’s Office, Attn: Human Resources, 19 E. Chicago Hinsdale, IL 60521, e-mail: hr@villageofhinsdale.org. Visit www.villageofhinsdale.org/jobs for a job application. The Village is an EOE employer.

For more information, contact:

Tracy McLaughlin
tmclaughlin@villageofhinsdale.org
6302476364

To apply for this job please visit www.villageofhinsdale.org.