Assistant Auditor - Accounts Payable

Summary/Objective Under the general direction and moderate supervision of the First Assistant County Auditor and County Auditor, the Assistant Auditor – Accounts Payable performs clerical, data entry, and routine accounting functions associated with the review and electronic processing of invoices, employee reimbursement requests, and other claims for disbursement against County funds. The position examines financial documents for accuracy, completeness, and compliance with applicable County policies, state statutory requirements, established internal controls, and funding-source requirements, as directed. The Assistant Auditor – Accounts Payable supports the County Auditor’s statutory responsibilities related to claims examination and the lawful expenditure of County funds. Additional duties include general administrative support, records maintenance, and basic bookkeeping or reporting assignments. Duties and Responsibilities Accounts Payable and Data Entry

• Receives, organizes, reviews, and electronically processes invoices, employee reimbursement requests, payment vouchers, and other claims for disbursement in the County’s financial management system.
• Accurately enters and maintains financial transactions, including vendor information, invoice numbers and dates, amounts, expenditure account codes, and other required data.
• Reviews invoices and supporting documents for completeness and accuracy; verifies calculations, vendor information, billed amounts, and consistency with purchase orders, contracts, or other applicable authorizations.
• Verifies the presence of required departmental approvals, receiving acknowledgments, purchase orders, and other supporting records before advancing claims through the designated workflow.
• Screens transactions for potential duplicate invoices, previously processed payments, billing discrepancies, and other irregularities that could result in improper disbursements.
• Checks expenditure coding and available budget or appropriation balances, as directed, and identifies discrepancies requiring correction or supervisory review.
• Tracks assigned claims, incomplete submissions, and outstanding invoices; follows up with internal and external stakeholders regarding missing information and assists with timely payment processing.

Compliance Review and Internal Controls Support

• Perform preliminary reviews of claims and documentation for compliance with applicable County purchasing and expenditure policies, Texas statutory requirements, and established accounts payable procedures.
• Assists in checking additional documentation, eligibility, and expenditure requirements applicable to grants, special revenue funds, and other restricted funding sources, as directed.
• Supports internal controls established by the County Auditor, including controls over expenditure authorization, documentation, transaction accuracy, segregation of duties, and prevention of improper or duplicate payments.
• Identifies and promptly refers questionable transactions, policy exceptions, missing documentation, possible irregularities, or suspected noncompliance to the First Assistant County Auditor or County Auditor.
• Maintains complete, appropriately indexed electronic transaction files and supporting records, including invoices, approvals, correspondence, and related documentation needed for reporting, review, and audit purposes.

Coordination and Administrative Support

• Communicates with County departments, vendors, and authorized parties to request documentation, resolve routine invoice discrepancies, answer routine payment inquiries, and facilitate timely claims processing.
• Assists with maintaining accurate vendor records and required documentation, including tax forms, consistent with approved procedures and assigned system permissions.
• Performs general office support duties, such as maintaining correspondence and files, answering inquiries, organizing records, and assisting with daily office operations.
• Prepares and submits orders or requisitions for office supplies, equipment, materials, and other operational needs at the request or authorization of the County Auditor or First Assistant County Auditor and in accordance with County purchasing procedures.

Other Duties

• Assists with basic bookkeeping, routine reconciliations, permitted transaction corrections, and simple financial schedules or reports, as directed.
• Compiles, organizes, and maintains financial data and supporting records for periodic reporting, internal review, and other activities of the County Auditor’s Office.
• Provides routine clerical and accounting support to other office personnel as needed to maintain continuity of operations.
• Performs other related duties as assigned by the County Auditor or First Assistant County Auditor, consistent with the position’s purpose and level of responsibility.

Required Skills and Abilities

• Ability to perform accurate, detail-oriented data entry and review invoices and supporting documents for mathematical and documentary accuracy.
• Working familiarity with accounts payable, basic bookkeeping, electronic financial systems, spreadsheets, and office productivity software, or ability to learn them promptly.
• Ability to follow established financial policies and internal-control procedures, recognize potential exceptions, and refer matters requiring higher-level judgment.
• Ability to handle confidential or sensitive records, maintain organized electronic files, and meet recurring processing deadlines.
• Ability to communicate professionally with departments, vendors, supervisors, and the public while working effectively under moderate supervision.

Education and Experience

• High school diploma or equivalent.
• Experience in clerical accounting, accounts payable, bookkeeping, or high-volume data entry preferred.
• Experience using accounting software, electronic document workflows, and spreadsheets is desirable.
• Equivalent combinations of education, training, and experience may be considered subject to Smith County Auditor’s Office Policy.
• Experience performing accounts payable, bookkeeping, or other accounting functions within a government entity, preferred.
• Bachelor’s degree in business administration, Accounting, Finance, or other closely related field of study, preferred.

Benefits

HOLIDAYS Smith County employees enjoy 12 holidays a year. These are:

• New Year's Day
• Martin Luther King Jr. Day
• President's Day
• Good Friday
• Memorial Day
• Juneteenth Day
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving
• Christmas
• Administrative Day (Employee's Choice)

Each year, Commissioner's Court sets the official holiday schedule.

VACATION LEAVE

1 day earned per month (12 days per year). After 5 years of service, 1 1/4 days earned per month (15 per year). After 10 years service, 1 1/2 days earned per month (18 per year).

SICK LEAVE

1 day given per month. Allowed to accrue maximum of 80 days.

SICK LEAVE POOL

Smith County has established a Sick Leave Pool on a voluntary, contributory basis.

MILITARY LEAVE

Granted up to 15 calendar days per year.

ADMINISTRATIVE LEAVE

Unpaid leave may be granted by Department Head for up to 60 days (over 60 days requires Commissioners Court approval) for purposes of: (1) education that may contribute to the benefit of the County, (2) public service assignment, (3) attending to important personal business.

CITIZENSHIP LEAVE

Provides that employees receive normal pay during period called for jury duty which includes both the jury selection process and, if selected, the time the employee actually spends serving on the jury; serving as a subpoenaed witness; and for the purpose of voting.

FAMILY AND MEDICAL LEAVE

Provides for up to 12 weeks of unpaid, job-protected leave to eligible employees for certain family and medical reasons during a 12-month period, and up to 26 weeks of unpaid leave in a single 12-month period to care for a covered service member with a serious injury or illness.

MEDICAL INSURANCE

Smith County offers a Preferred Provider Organization (PPO) plan to its employees and employees' eligible dependents. The plan is administered by The Health Plan.

DRUG CARD COVERAGE

Employee prescription costs are $10 Copay for Generic, $30 Copay* for Formulary Brand, $45 Copay* for Non-Formulary Brand. Mail service is available for maintenance prescriptions. 90-day max supply retail or mail order. *Mandatory Generic - if generic is available, you will pay the difference between the generic drug and the Brand, plus the Brand copay.

DENTAL INSURANCE

Preventative checkups and cleaning (2 per year) at no cost to employee. Dental work after a $50 deductible per year (maximum of $150 per family) has maximum benefit of $2,000 per year per covered person. Basic services are covered at 80%, major services at 80% and orthodontics (up to age 19) at 50% up to $1,500 lifetime benefit.

LIFE INSURANCE

Up to $10,000 paid for by County. Additional supplemental coverage available at employee's expense.

ACCIDENTAL DEATH & DISMEMBERMENT INSURANCE

Furnished at no cost to employee. Pays 50% of life amount for loss of limb or eye; 100% for loss of 2 limbs or death due to an accident.

RETIREMENT Employees are eligible to retire: after 20 years of service regardless of age, at age 60 with at least 8 years of service or when age plus service equals 75.

DEFERRED COMPENSATION

A payroll deduction savings plan which allows employees to contribute a portion of their salary before Federal taxes - to invest in a tax-favored supplemental retirement program.

For additional benefits information click on the link below:

https://www.smith-county.com/government/departments/human-resources/benefits