Accounts Payable Specialist

Overview

This position, under minimal supervision, is responsible for maintaining all payable records, processing purchase orders, receiving invoices/statements and verifying information. This position will also be cross trained and provide backup for Accounts Receivable and Municipal Court Clerk.

• Essential Functions and Duties:
  • Monitor finance mail account and disseminate invoices to the appropriate departments
  • Sort, code, review and verify all invoices, PO(s), purchase request, encumbrances, and other payment requests to ensure the City Purchasing Policy is followed
  • Set up and maintain vendor profiles and W-9 records
  • Reconcile, and balance weekly accounts payable transactions
  • Prepare and disperse Claims Report and Claims Letter with departments and City Clerk
  • Print, package, and mail A/P checks
  • Maintain payment records appropriately with weekly PO filing
  • Reconcile Accounts Payable Vendor statements
  • Download, print, and forward Clean invoices to appropriate departments

• Bi-Weekly Duties:
  • Print Payroll Deduction Checks

• Occasional Functions and Duties:
  • Set up and maintain vendor profile and W-9 records, review Vendor Maintenance Report quarterly for errors
  • Process A/P voids and complete voids when necessary
  • Complete credit applications for potential vendors
  • Balance and process end of year 1099s to vendors
  • Research and resolve invoice and payment discrepancies with vendors
  • Gather and provide supporting documentation for auditor’s request
  • Assist in a variety of department operations; perform any other related duties or special projects as required or assigned

• Backup Functions and Duties:
  • Reconcile American Express credit card statement and process purchase order
  • Reconcile Lowe’s credit card statement and process purchase order

• Other Department Duties and Requirements:
  • Gather and provide supporting documentation for auditor’s request
  • Maintain confidentiality regarding any restricted sensitive personal information, workers compensation claims, or payroll information
  • Receive and distribute mail daily
  • Assist in a variety of department operations; perform any other related duties or special projects as required or assigned
  • Maintain a working knowledge of and follow the City’s Purchasing Policy
  • All other duties as assigned

• High School Diploma or GED
• Bookkeeping experience preferred

• Intermediate: 10-Key, Excel Spreadsheet
• Basic:
  Accounting, Alphanumeric Data Entry, Typing

Physical Activities

None

Requires

Under 1/3 to 2/3

Over

2/3

Physical Activities

None

Under 1/3

To

2/3

Over

2/3

Stand

X

Lift up to 50 pounds

X

Walk

X

Work Indoors

X

Sit

X

Work Outdoors

X

Use hands to finger,

Handle, or feel

X

Normal Vision with or without corrective lenses

Moderate Noise Level

Climb or balance

X

Stoop, kneel, crouch, or crawl

X

Talk or hear

X

Taste or Smell

X

Lift up to 25 pounds

X

• Subject to post offer, pre-employment drug screen
• Subject to post offer, pre-employment fit for duty examination
• Subject to post offer, pre-employment criminal background check
• Must be at least 18 years of age

• Provides excellent customer service to the public and other City Departments as required
• The City’s professional reputation and confidentiality is maintained
• Be aware of new developments in the field of accounts payable/accounting

AN EQUAL OPPORTUNITY EMPLOYER