Purchasing and AP Specialist

Job Summary

$64,066 - $100,292 / year,  DOQ + Full-Time County Benefits 

A Purchasing and Accounts Payable Specialist performs professional and technical work supporting procurement, purchasing, invoice processing, and accounts payable functions for a local government organization. This role helps ensure compliance with public procurement laws, internal financial controls, and accounting standards while providing efficient support to departments, vendors, and stakeholders.

Core Responsibilities:

Purchasing Support:
• Processes purchase requisitions, purchase orders, and procurement documentation in accordance with local government policies and state and federal procurement regulations.
• Guides departments with obtaining quotes, bids, and pricing for goods and services.
• Reviews purchasing requests for completeness, budget availability, and policy compliance.
• Maintains purchasing records, contracts, and vendor files.
• Coordinates with vendors regarding orders, deliveries, pricing discrepancies, and contract terms.
• Supports competitive solicitation processes including Requests for Quotes (RFQs), Invitations for Bids (IFBs), and Requests for Proposals (RFPs).
• Monitors open purchase orders and follows up on outstanding items.

Accounts Payable Administration:
• Reviews, verifies, and processes invoices for payment accuracy and proper approvals.
• Matches invoices to purchase orders and receiving documentation.
• Prepares and processes vendor payments, including checks, ACH transactions, and electronic payments.
• Maintains accurate accounts payable records and payment schedules.
• Reconciles vendor statements and resolves invoice discrepancies.
• Ensures timely payment processing in compliance with applicable regulations and payment terms.
• Assists with year-end accounts payable accruals and audit documentation.

Financial and Administrative Support:
• Maintains financial data within enterprise resource planning (ERP) or financial management systems.
• Assists with budget tracking and expenditure monitoring.
• Prepares reports related to purchasing activity, expenditures, and accounts payable status.
• Supports internal and external audits by providing requested documentation and records.
• Maintains compliance with financial controls, retention requirements, and governmental accounting procedures.
• Provides customer service to departments, vendors, and the public regarding purchasing and payment inquiries.

• Performs other duties as assigned

Required Qualifications and Skills:

• Associate’s degree in finance, accounting, or related field and two years of relevant experience; or equivalent combination of education and experience.
• Experience in Enterprise ERP (MUNIS) preferred.
• Local government accounting experience preferred.
• Working knowledge of accounting principles and procurement practices.
• Ability to interpret policies and ensure compliance.
• Strong proficiency in use of computer software, Microsoft Office especially Excel.
• Ability to communicate effectively, both orally and writing.
• Most possess reliable transportation to work site(s).

Click here​for full job description. Accepting applications until position is filled. Cover letters and resumes may also be attached, but a fully completed application is required for your application to be considered.

James City County is dedicated to building a diverse workforce and is committed to providing reasonable accommodations. If you need assistance with completing the employment application, please contact the HR Department at 757-253-6680 or email HR.Recruit@jamescitycountyva.gov.