Job Description

Job Title: Tax and Accounts Payable Coordinator

Department: Finance

Position Reports To: Director of Finance

Job Grade: N/A

FLSA Status: Non-Exempt

Annual Salary: $60,000.00 to $65,000.00

Section I: Summary of the Position:

Under the supervisory direction of the Director of Finance, this hybrid position is designed to enforce compliance and administer the Business Privilege Tax and License program as well as the Accounts Payable function for the Township.

This position is classified as a non-exempt position in accordance with the Fair Labor Standards Act (FLSA).

Section II: Essential Duties and Responsibilities:

BUSINESS PRIVILEGE TAX AND LICENSE

Under direction, works from a thorough knowledge of the departments operational policies, procedures, practices, and state tax laws. These duties typically include, but are not limited to:

· Maintain the master database(s) for business activity within the Township including opening new accounts, deactivating closed accounts, updating account information

· Oversee the annual billing for the Business Privilege License and Tax

· Collect, review and process new Business Privilege Applications

· Process Business Privilege License and Tax payments

· Discovery to identify and locate unregistered businesses and investment properties

· Notifying taxpayers of incomplete tax filings, deficiencies, and underpayments

· Sending necessary requests for documentation and assessment notices

· Enforcing Business Privilege Tax and License compliance through the Magisterial District Justice

· Maintain a comprehensive understanding and enforce the Townships Business Privilege Tax Ordinance and regulations, the Local Taxpayer Bill of Rights, and the Local Tax Enabling Act 511

· Maintain a comprehensive understanding of relevant Business Privilege Tax court cases

· Assist with continued development and improvement of Townships business database software/program

· All other duties as assigned by immediate supervisor

ACCOUNTS PAYABLE

Under direction, works from a thorough knowledge of the departments operational and purchasing policies, procedures, and practices to match, batch, and code approved invoices before payments are made:

· Check invoices for proper signatures and approvals seeking correction from Manager/Director where necessary. AP processes approximately 100-200 invoices per week.

· Match receipts to departments receiving documents, code invoices, and put into a batch

· Complete receiving against all Purchase Orders, if applicable

· Enter invoices into MUNIS for payment

· Affix scan/bar codes to every invoice processed and scan via TCM into MUNIS

· Create scan file for the Board of Commissioners and save to Board drive

· Generate checks, make copies, match/attach copies to related invoices and file paper copies

· Post all cash disbursement journals after checks are generated and print reports

· Forward checks to Finance Director to collect endorsements, segregating any that require special handling

· Create, upload, and submit positive pay file to the bank

· Prepare cash transfer sheets from various funds and submit them to Director of Finance with disbursement journals

· Handle all correspondence to/from Vendors or internal departments for issues, discrepancies, invoice copies, and payment status

· Checking vendor statements for payment application accuracy and any unpaid invoices

· Maintain Vendor database to ensure all information we have is accurate and collecting updated W9’s when needed

· Annually create and mail 1099 vendor statements and complete IRS/State 1099 Vendor reporting

· All other duties as assigned by immediate supervisor

Section IV: Education, Experience and Skills:

An Associate degree or higher with casework in business administration, auditing, or accounting; AND three (3) years of tax, accounts payable, or finance experience or an equivalent field; OR the equivalent combination of related education or experience.

· Ability to maintain confidentiality in all work-related situations

· Ability to write legibly and demonstrate organizational skills

· Ability to understand and follow oral and written instructions as they relate to Township operations, ordinances, and purchasing policies and procedures

· Ability to provide clear and concise oral and written instructions

· Ability to handle stressful situations while multitasking and balancing several assignments

· Proficient computer skills, including experience with Microsoft Excel, Word, Outlook, and MUNIS (preferred)

· Ability to understand basic accounting principles and budget process

· Ability to enter invoices quickly and accurately

· Ability to process/review billings, make arithmetic computations with speed/accuracy

· Ability to handle changing priorities and be creative in challenging situations

· Ability to compose a clear, concise, and courteous letter

· Ability to deal patiently and tactfully with management, personnel, elected officials, outside agencies, and the public

· Ability to establish and maintain effective working relationships with those contacted in the course of work including but not limited to department/division heads, elected officials, and outside agencies

· Ability to get along with, motivate and work in a team

· Ability to operate with limited supervision

· Possession of a valid motor vehicle operator’s license

Section V: Physical Demands:

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.

Physical Ability: Work is performed primarily in office settings and at times in the outdoors. Hand-eye coordination is necessary to operate computers and various pieces of office equipment, as well as a wide variety of mechanized equipment and tools. While performing the duties of this job, the employee is occasionally required to stand, walk, use hands to finger, handle, feel or operate objects, tools, or controls, and reach with hands and arms. The employee is occasionally required to sit, climb or balance, stoop, kneel, crouch, or crawl, talk or hear and smell. The employee must occasionally lift and/or move up to fifty (50) pounds.

Sensory Requirements: Most tasks require visual and aural perception and discrimination. Most tasks require oral communications ability.

Environmental Factors: Work is performed primarily in a standard office environment with some travel to different sites; incumbents may be required to work extended hours including evenings and weekends to facilitate Township community events and may be required to travel outside South Whitehall boundaries to attend meetings. Tasks are sometimes performed with some exposure to normal environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature, and noise.

Section VI: Equal Opportunity Employer:

South Whitehall Township is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation.

Job Type: Full-time

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Physical setting:

• Office

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Allentown, PA 18104: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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