Title: Accounts Payable SpecialistFLSA Status: Non-ExemptFulltime, OnsightDepartment: FinanceJob PurposeThe 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 FunctionsReviews invoices and/or paperwork submitted by the departments for appropriateness, accuracy, and approvalInputs invoices in the accounts payable accounting systemProcess, print and issue accounts payable vendor checksConducts vendor maintenance by scanning and filing invoicesAnswers vendor inquiries relating to paymentsPerforms encumbrance maintenance, reconciliation, and year end balancingReconciles accounts payable; maintains reports and spreadsheets, as requestedResearch and reconciles outstanding invoices or past due accountsTransfers money to the various Funds to cover accounts payable disbursementsInitiates ACH/Wire transfers per Director's requestPrepares accounts payable related journal entriesVoids accounts payable checks when necessaryMaintains 1099 miscellaneous vendor filesPrepares 1099 miscellaneous tax formsLearn and can act as the back-up to cash receipts processingLearn and can act as the back-up to process incoming and outgoing mailMaintain all the capital assets records, depreciation, accumulated depreciation Prepare year end audit reports for capital assetsKnowledge of and ability to research and analyze projectsAssist with fiscal year-end auditPerforms related work as assigned.QualificationsBachelor's degree in accounting, management, or related fieldOne to three years of previous experience in accounting, or related fieldThorough knowledge of proper grammar and communication skillsAbility to make independent decisions in accordance with established policies and proceduresThe ability to understand and carry out oral and written instructions, completing tasks with minimum supervisionAbility 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 completelyAbility to observe situations analytically and objectively whether that is in writing or orally or bothAbility to multitask and work under pressureKnowledge of, and experience with, computer software applications, including Microsoft Office Suite (Word, Excel, Access, PowerPoint)
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