at Kansas Department of Labor (KDOL) in Topeka, Kansas, United States
Job Description
Position Summary & Responsibilities: Accounts Payable Accountant
KDOL is actively recruiting an Accounts Payable Accountant who thrives on accuracy and accountability. This role manages end-to-end invoice processing, data entry, approvals, and payments across a diverse range of vendors and programs, ensuring expenses are coded correctly and paid on time. The position tracks aging reports, reconciles accounts, maintains organized records, supports month- and year-end close, and ensures compliance with policies and regulations. Working closely with vendors and internal teams to resolve issues, onboard new vendors, and monitor and forecast expenses, this role is a key contributor to keeping agency operations running smoothly.
Invoice Processing and Verification: Receive, log, and review vendor invoices for accuracy, completeness, and appropriate documentation. Review invoices for utilities (AT&T, internet, janitorial, refuse), supplies, software, hardware, building leases, contracts, refunds to claimants, Wage Claim payments, lien release payments, yearly Judge Fees, WC Fraud overpayments, and Office of Administrative Hearings payments. Pull Lexis Nexis Monthly Activity Reports as needed.
Data Entry: Enter invoice details into the accounts payable system and/or the general ledger. Process invoices for ISH/OSHA through Pay.gov. Process UI Tax employer refunds.
Obtaining Approvals: Ensure invoices have the necessary approvals before processing. Work with supervisors and staff to ensure invoices such as cell phone bills are current and coded to the correct staff and departments.
Payment Processing: Execute payments to vendors, refunds to claimants, Wage Claim payments, lien release payments, yearly Judge Fees, WC Fraud overpayments, interfund voucher invoices, monthly postage adjustments, and Work Comp Quarterly Sales Tax returns.
Monitoring Aging Reports: Transfer Worker Compensation funds to SGF per statute. Monitor accounts payable aging reports to ensure invoices are paid on time. Reissue or cancel outstanding checks as needed.
Record Keeping and Reconciliation: Maintain accurate records of all accounts payable transactions, track vendor activity via spreadsheets, compile and file vouchers and backup documentation, reconcile vendor statements with accounts payable records, and identify and resolve discrepancies.
Compliance and Reporting: Ensure all accounts payable activities comply with agency policies, procedures, and regulatory requirements. Assist with month-end and year-end closing processes, including reconciliations and accruals. Prepare financial reports related to accounts payable as needed. Track expenses of agency-owned buildings for annual reporting to Shawnee County Appraiser.
Vendor and Internal Relations: Communicates with vendors to resolve payment issues and answer invoice inquiries. Request W-9 information and process new vendors in SMART. Collaborate with other departments to ensure invoice accuracy, such as IT invoices. Track, evaluate, and keep Purchasing informed of projected utility expenditures quarterly.
Minimum Requirements:
- High School Diploma or equivalent
- Minimum of 2 years of experience in accounts payable, invoice processing, or general accounting, preferably in a governmental or public sector environment.
Preferred Requirements:
- Experience with government accounting systems (SMART or equivalent) strongly preferred.
- Knowledge of accounting principles, internal controls, reconciliations, and financial reporting.
- Experience communicating with vendors and internal stakeholders to resolve payment and invoice issues.
- Ability to track, analyze, and report on expenditures.
- Organizational, problem-solving, and analytical skills.
Special Knowledge, Skills & Abilities:
- Understanding of accounts payable procedures and financial controls.
- Knowledge of state and federal financial regulations and reporting requirements.
- Basic understanding and use of Microsoft Excel and other accounting/reporting software.
- Ability to manage multiple priorities and meet deadlines.
- Strong attention to detail and accuracy.
- Effective communication and collaboration skills.
