Accounts Payable Specialist

PURPOSE OF POSITION

This position performs accounting responsibilities, and administers the Accounts Payable accounting function, including processing invoices and accounts payable checks, invoice support and approval, reporting of 1099s and customer service work.

The work requires detailed knowledge of the purpose, methods and practices of professional financial recordkeeping in the assigned area of specialty.

This description covers the most significant essential and auxiliary duties performed but does not include other occasional work which may be similar, related to, or logical assignment to the position.

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

ESSENTIAL DUTIES:

Receives, audits, processes, and calculates a variety of invoices, statements, travel and expense reimbursements, utilities, new account information, claims information, payments, fees, and/or other related information. Duties may include coding data; entering information into a database; processing transactions and changes; ensuring transactions comply with established policies and procedures; re viewing financial documents for accuracy, proper authorizations, adequate documentation and appropriate account numbers; running reports; filing paperwork, and performing other related duties. Coordinates with appropriate staff to identify and resolve discrepancies and errors.

Maintains vendor database and business relationships with vendors. Responds to and resolves vendor questions and issues.

Prepares check run schedules and prepares vendor payments for processing; prints and disseminates checks and other methods of payment as appropriate.

Performs a variety of clerical activities in support of daily operations, which may include: filing; copying; faxing; typing standard documents; preparing, sorting, and distributing mail; scanning; entering data; and/or, performing other related activities.

Prepares, updates, and maintains a variety of financially related correspondence, reports, notices, billings, records, spreadsheets, schedules, website information, and/or files. Communicates policies and procedures to internal departments.

Prepares, reviews, and processes year-end tax documentation including 1099 statements; prepares related reports for dissemination to applicable federal agencies.

Provides technical assistance to City departments and independent auditors; interprets City finance policies and procedures; assists auditors by developing audit schedules and compiling records and explaining accounting systems and procedures.

Monitors and maintains supplies and inventory to ensure efficient operations; orders supplies and materials.

Trains other staff to assist during peak periods and to provide back-up during absences.

Complies with safety requirements of the position and actively promotes safe work practices.

In an emergency event or an officially declared State of Emergency, responds as directed to ensure the continuance or restoration of essential public services, facilities and infrastructure.

This position may be asked to serve as a member of various employee committees, perform general office duties and other related duties as assigned.

Mandatory Requirements:
High school diploma, or equivalent, plus an Associates degree or minimum of two (2) years of college course work with general business or accounting curriculum, as well as three (3) years verifiable work experience involving accounts payable processing; or any equivalent combination of verifiable work experience and training which demonstrates the ability to perform the above described duties.

Necessary Knowledge, Skills and Abilities:
Ability to establish and maintain positive working relationships with external customers and vendors, department, City, supervisor, and other personnel. Meet and deal with the public in a professional and courteous manner even, at times, in intense situations. Communicate clearly, concisely and effectively, both orally and in writing.

Work independently and accurately under stressful deadlines; manage a high volume of tasks at one time, including organizing and prioritizing own work; analyze and interpret accounting records; make adjustments to operating procedures as necessary to improve organizational effectiveness;

Operation of computerized equipment and utilization of software programs, Microsoft Office products including Word and Excel, and other office applications and equipment. Create and maintain complex spreadsheets and reports. Demonstrate ability and dexterity to enter accurate data onto standardized formats. Ability to perform basic arithmetic computations accurately and rapidly.

Considerable knowledge of customer service procedures and office practices and procedures. Knowledge of basic principles and practices of accounting applied to governmental accounting and auditing. Ability to interpret, apply and explain applicable federal, state and local laws, codes, regulations, policies and procedures. Ability to generate and prepare fiscal records and reports.

Ability to creatively solve problems and deal with a variety of situations where only limited standardization exists; Analyze complex issues, utilize critical thinking, evaluate alternatives and reach logical conclusions; Ability to interpret instructions furnished in written and oral format.

Special Requirements/Licenses: 
This position will not be expected to operate a motor vehicle throughout the course of employment.

Desirable Requirements:
For desirable requirements to be considered, one must have met the mandatory requirements noted above:
 

• Two (2) years of municipal government verifiable work experience in finance/accounts payable
• Advanced level Microsoft Excel experience
• Five (5) years of increasingly responsible accounting/accounts payable specific verifiable work experience
• A Bachelor's degree in Finance, Business Administration or related field

SUPERVISION RECEIVED:
Work is performed under the general direction of the Procurement and Payables Manager who holds the employee accountable for achieving goals and objectives.

SUPERVISORY RESPONSIBILITIES:
This position is not a supervisory position. May serve as a lead in area of assignment.

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 job functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk.

The employee must occasionally lift and/or move up to ten (10) pounds and may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

TOOLS AND EQUIPMENT USED:
Computer, including word processing, automated financial system, Internet, and spreadsheet programs; calculator, telephone, copy machine, fax machine and postage machine.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

While performing the duties of this job, the employee works in an office environment; the employee rarely works in outside weather conditions.

The noise level in the work environment is usually quiet with intermittent interruptions from the public and/or City employees, which may reach moderate noise levels.