Accounts Payable/Purchasing Clerk

Botetourt County - Administration   Daleville, VA   Full-time     Accounting
Posted on June 2, 2022
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The Botetourt County Purchasing Department is seeking a Accounts Payable/Purchasing Clerk


This position serves the Finance and the Purchasing Departments and is responsible to process Accounts Payable invoices utilizing the County’s ERP software; maintaining electronic payables files and IRS-required vendor documentation. Also, performs accounting and record-keeping duties related to the Volunteer Fire and Rescue agencies’ operational funds. In addition, works to assist the Purchasing Manager in the County’s procurement operations.


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The position will remain open until filled.  Botetourt County is an Equal Opportunity Employer.  Join our team today!



Key Responsibilities/Essential Functions:

    Always do the right thing.

    Promotes the vision, mission and values of the Board of Supervisors and the County Government Organization.

    Provide support to the priorities of the department by processing Accounts Payable invoices in a timely and accurate manner in order to meet disbursement deadlines.

    Scan invoices and associated backup documentation for future referral and compliance with internal controls and IRS and public auditor review.

    Work with the Treasurer’s Department personnel in the preparation of warrant information to process / run accounts payable checks. Prepare the checks for mailing. 

    Process W-9 vendor information and work with Accounts Payable Specialist to generate annual IRS Form 1099’s for vendors. 

    Utilize the technology traits of the County’s financial software to input and extract data and generate customized analysis and reports using excel software.

    Utilize on-line purchasing card (P-Card) software to obtain detailed documentation for audit purposes.

    Respond to vendor and departmental inquiries regarding invoices in question.

    Provide coverage for the Accounts Payable Specialist and the Purchasing Manager when one is out of the office. 

    Performs project analysis for the Director of Finance.

    Performs Accounting duties pertaining to the Volunteer Departments’ operational fund accounts including processing accounts payable; documenting purchases as required; managing bank accounts including deposits and reconciliations; maintaining vendor files and required financial reporting; monitors P-card  activity to insure adherence to Policy.

    Responsible for providing monthly and annual financial reports to the Volunteer agencies as well as annual 1099 reporting; monitors budgets reporting overages and managing issues as they occur.

    Responsible for maintaining the Volunteer agencies department files and updating the cloud-site files for agency accessibility. 

    Provides a liaison to the county and assistance to  each Volunteer agency as needed

    Responsible for assisting the Purchasing Manager in the daily operations of the County’s procurement.

    Acquires goods and services on behalf of the County departments and agencies as authorized by the Board of Supervisors under the direction of the Purchasing Manager.

    Prepares Purchase Orders within the Financial Software Program including documenting procurement requirements within the system.

    Develops product specifications by using sources such as, but not limited to, vendors, County employees/officials, product literature, and internet services.

    Administrates technical work associated with the acquisition of goods and services utilizing telephone quotes, fax-back quotes, sealed bids, sources of supply, and other means that are authorized by the Code of the County of Botetourt and the Code of Virginia.

    Assists in the administration of the County’s Purchasing Card Program (P-Card) including coordinating with other Departments usage and reporting, monitoring activity, auditing, and monthly reconciliations.

    Assists in the management of the Pool Car Fleet including reservations, scheduling maintenance, repair, and upkeep.

    Other related and assigned work may include, but are not limited to: preparing monthly activity analyses reports; inventory tracking; vendor applications and databases; researching available state or cooperative contracts and vendors. 


Job Requirements:

    Education: High School Diploma or GED required, supplemented with education courses or training in business math/accounting practices and computer applications. 

    At least 3 years of professional experience working in the field of accounting; some combination of accounts payable/receivable, bookkeeping; budgeting and financial reporting; and/or some level of purchasing/procurement.

    Ability to communicate effectively both verbally and in writing.

    Ability to frequently communicate and exchange accurate information with colleagues who need detailed instructions on work assignments. 

    Ability to quickly develop proficiency and high productivity for data entry processing.

    Experience with clerical methods utilized in the accounting process.

    Experience in Microsoft Office products; proficiency with Microsoft Excel in order to maintain spreadsheets and other documents.

    Able to perform and maintain multiple tasks and projects simultaneously.

    Ability to work in conjunction with the Purchasing Manager to coordinate the needs of diverse County operations so as to provide consistent, high quality goods and services in a cost effective and efficient manner.

    Ability to establish and maintain good working relationships with County employees, volunteers, vendors, and citizens.

    Ability to frequently communicate and exchange information

    Experience in public procurement preferred, however not required.

    Ability for regular, local travel, as necessary, for banking deposits and/or payments.

    Associates Degree or equivalent preferred. 



Physical Demands/Special Work Environment:

    Constantly operates a computer, other office equipment. These tasks involve movement such as picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.

    Substantial movements (motions) of the wrists, hands, and/or fingers.

    Ability to remain at workstation in a stationary position for up to 50% of the time.

    Ability to occasionally move about inside the office to attend meetings, access file cabinets and other office machines. 

    Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. 

    Required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading and data entry.



Reports to:  Director of Finance and Purchasing Manager

Supervisory Responsibility: None


Botetourt County provides equal employment opportunities to all employees and applicants.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.