Accounts Payable Specialist

Title: Accounts Payable Specialist

FLSA Status: Non-Exempt

Fulltime, Onsight

Department: Finance

Job Purpose

The Accounts Payable Specialist is responsible for accurately recording the City's accounts payable liabilities and to disburse City funds for their payment. Other responsibilities include backup to cash receipts processing, backup person for processing of incoming and outgoing mail, handling customer service concerns relating to accounts payable, ACH/Wire transfer initiation, fixed asset management and other work such as reviewing paperwork, preparing, and voiding checks, and conducting file maintenance. The Accounts Payable Specialist is expected to exercise considerable independent judgement in executing assignments and handling problems as they arise. The work can be time sensitive. Work is performed under the direction of the Accountant.

Essential Functions

• Reviews invoices and/or paperwork submitted by the departments for appropriateness, accuracy, and approval
• Inputs invoices in the accounts payable accounting system
• Process, print and issue accounts payable vendor checks
• Conducts vendor maintenance by scanning and filing invoices
• Answers vendor inquiries relating to payments
• Performs encumbrance maintenance, reconciliation, and year end balancing
• Reconciles accounts payable; maintains reports and spreadsheets, as requested
• Research and reconciles outstanding invoices or past due accounts
• Transfers money to the various Funds to cover accounts payable disbursements
• Initiates ACH/Wire transfers per Director's request
• Prepares accounts payable related journal entries
• Voids accounts payable checks when necessary
• Maintains 1099 miscellaneous vendor files
• Prepares 1099 miscellaneous tax forms
• Learn and can act as the back-up to cash receipts processing
• Learn and can act as the back-up to process incoming and outgoing mail
• Maintain all the capital assets records, depreciation, accumulated depreciation Prepare year end audit reports for capital assets
• Knowledge of and ability to research and analyze projects
• Assist with fiscal year-end audit
• Performs related work as assigned.

Qualifications

• Bachelor's degree in accounting, management, or related field
• One to three years of previous experience in accounting, or related field
• Thorough knowledge of proper grammar and communication skills
• Ability to make independent decisions in accordance with established policies and procedures
• The ability to understand and carry out oral and written instructions, completing tasks with minimum supervision
• Ability to deal with the public in an effective, yet firm, courteous, tactful manner, whether in person, on the telephone or in writing, and be able to record them clearly, correctly, and completely
• Ability to observe situations analytically and objectively whether that is in writing or orally or both
• Ability to multitask and work under pressure
• Knowledge of, and experience with, computer software applications, including Microsoft Office Suite (Word, Excel, Access, PowerPoint)