Job Description

GENERAL DESCRIPTION

Under general supervision of the Division Manager – Accounting to perform accounting work in the area of accounts payable.

SUPERVISION EXERCISED

The Accounting Specialist I does not exercise supervision.

The Accounting Specialist II may exercise technical and functional supervision over lower-level staff.

IMPORTANT AND ESSENTIAL DUTIES

Review, verify, and process invoices for payment. Match invoices with purchase orders and receipts. Ensure proper approvals are obtained before processing payments and review account coding for accuracy.

Receive and route invoices to departments for verification. Advise departments on procedures for authorizing payments on invoices. Follow up with departments on status of invoices and ensure recurring invoices are received and entered timely.

Reconcile vendor statements and resolve discrepancies and communicate with vendors regarding payment inquiries and disputes. Perform secondary verification of changes or additions to vendor banking information

Ensure compliance with City policies and accounting standards. Maintain accurate and organized financial records. Assist in audits by compiling and providing necessary documentation. Work independently to complete assigned tasks and special projects.

Consult and advise departments on travel policies and procedures. Review, process, and reconcile travel reports.

Assist departments with invoice and payment inquiries in ERP software.

Provide support for the Accounting Clerk’s cashiering duties as needed.

Assist the Finance Department in other accounting tasks.

Accounting Specialist II

Provide technical and functional supervision in the absence of the Division Manager – Accounting.

OTHER JOB-RELATED DUTIES

Perform other job-related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Proficiency in data entry and accuracy.

Accounts payable processes.

Travel reports and purchase orders.

ERP systems and accounting software.

Vendor payment methods.

Skill to:

Operate office equipment, including computer, scanner, and calculator.

Prioritize tasks.

Attention to detail and accuracy.

Identify, reconcile, and resolve invoice discrepancies and payment issues.

Basic computer and software applications, with proficiency in Microsoft Excel and Office.

Ability to:

Meet job deadlines for assigned functions.

Communicate clearly and concisely, both orally and in writing.

Provide training and support to team members.

Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.

Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.

Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.

Accounting Specialist II

Knowledge of:

Accounting theory, principles, and practices regarding timing and proper classification of expenditures.

Governmental accounting practices.

Best practices in accounts payable and vendor communication.

Skill to:

Deliver constructive feedback in a respectful, empathetic, and solution-oriented manner when working with team members and other departments.

Recognize inefficiencies and recommend improvements.

Proficient in advanced accounts payable functions and reporting within ERP software.

Ability to:

Monitor transactions for compliance with regulatory requirements, accounting standards, and policies.

Perform research on payments and invoices.

Mentor and encourage lower-level staff within a positive work environment.

Lead, manage, and perform as a team member in a manner that accomplishes the Division's mission and treats team members with dignity, courtesy, and respect.

Experience and Training Guidelines:

For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:

Accounting Specialist I

Experience:

Three (3) years of experience in accounting, including two (2) years of experience in accounts payable is required.

Education/Training:

High school diploma or GED is required.

License or Certificate:

A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.

Accounting Specialist II

Experience:

Five (5) years of experience in accounting work is required.

Special Requirements:

Essential duties require the following physical skills and work environment:

HIPPA Compliance training is required within sixty (60) days of employment.

Work in a standard office environment.

Transport a loaded cart.

With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:

___ Sedentary – lifting of no more than 10 pounds
___ Light – lifting no more than 20 pounds; carrying up to 10 pounds
_X_ Medium – lifting no more than 50 pounds; carrying up to 25 pounds
___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds
___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

Codes for how often:
N = No
E = Extensive (100 – 70% of the time)
M = Moderate (60 – 30% of the time)
I = Infrequent (20 – 10% of the time)
A = Almost Never (<10% of the time)

Code / Task
_I__ Standing
_E_ Sitting
_I__ Walking
_A_ Lifting
_A_ Carrying
_I_ Pushing/Pulling
_A_ Overhead Work
_E_ Fine Dexterity
_A_ Kneeling
_A_ Crouching
_N_ Crawling
_A_ Bending
_N_ Twisting
_N_ Climbing
_E_ Balancing
_E_ Vision
_E_ Hearing
_E_ Talking
___ Other: ____________________