Job Description

Posting number: 2027-00009

Department: Finance

Job classification: ACCOUNTS PAYABLE SPECIALIST II

Posting type: Open & Promotional

Categories: Accounting and Finance, Miscellaneous, Records Management, Payroll/Benefits Administration, Audit

Summary

Under general supervision, is responsible to process vendor invoices and to perform associated clerical/administrative duties and functions necessary to achieve vendor payments within established policies and procedures. Working conditions are primarily inside an office environment. May exercise functional and technical supervision over assigned staff.

Work Location

City Tower - 100 W Houston Street San Antonio, TX 78205

Work Schedule/Hours

• 7:45 AM - 4:30 PM Monday - Friday

Examples of duties

• Executes entry of vendor invoices into the City's SAP Financial and Accounting System for high volume, high dollar value, complex, prestige or employee travel accounts.
• Reviews and prioritizes daily workload to ensure all vendor discounts available are attained and vendors receive payment within stated terms.
• Reviews and/or prepares payment documentation to ensure compliance to data entry, remittance address and other designated criteria. Resolves data entry discrepancies or corrects vendor master data as appropriate.
• Responds to inquiries from both vendors and City personnel in regards to payment status, provides updated information or researches as needed to ensure quick resolution to issue.
• Ensures compliance with Travel Authorization and Expenses Administrative Directive in the processing of payments, reporting outstanding receipts, auditing, and records maintenance. Provides guidance to City employees in the interpretation and compliance of said directive.
• Utilizes computer systems to retrieve information and prepares reports to monitor compliance to discounts, vendor terms, travel policy and other processes and procedures.
• Reviews vendor monthly statements to reconcile accounts and resolves outstanding payments to avoid late fees and credit issues.
• Organizes and maintains documentation to facilitate research while coordinating with department personnel and vendors to resolve outstanding payments.
• Responds to general inquiries about department services and activities and resolve issue or properly forward to co-workers or supervisors as necessary. Maintains good customer relationships, communicating using various methods.
• Assists in special projects as assigned including completion of 1099 processing, system reports, research, compilation of data using other software applications, data maintenance, file maintenance or as needed to achieve assigned task.
• Acts as a lead in the direction and guidance of work activities including assigning, monitoring, and reviewing the tasks and duties performed by other employees. Trains employees on procedures, methods, materials, equipment, and formats used in the section.
• Performs clerical tasks such as responding to internal and external requests for documentation or information, copying various materials and documents, and filing.
• Performs associated tasks for preparation of payables documents for conversion and entry into the City's ECM/FileNet system for subsequent retrieval and in compliance with record retention policy.
• Uses the AP-specific applications of the Filenet system to facilitate research and initiate an electronic workflow inquiry with departmental personnel to resolve outstanding payment items.
• Performs related duties and fulfills responsibilities as required.

Qualifications

• High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency).
• Two (2) years increasing responsible clerical, secretarial or customer service experience.

Preferred Qualifications

• Experience with SAP
• Experience with Microsoft Office Suite

Applicant Information

• Unless otherwise stated, applicants are permitted to substitute two years of related full-time experience for one year of higher education or one year of related higher education for two years of experience in order to meet the minimum requirements of the job. One year of full-time experience is defined as 30 or more hours worked per week for 12 months. One year of higher education is defined as 30 credit hours completed at an accredited college or university.
• Applicants selected for employment with the City of San Antonio in this position must receive satisfactory results from pre-employment drug testing and background checks. If required for the position, a physical, motor vehicle record evaluation, and additional background checks may be conducted.
• Please be advised that if selected for this position, information regarding employment history as it relates to the qualifications of the position will be needed for employment verification. Applicants claiming military service to meet the experience requirement for this position may attach a DD214 to the application.
• If selected for this position, official transcripts, diplomas, certifications, and licenses must be submitted at the time of processing. Unofficial transcripts and copies of other relevant documents may be attached to the application for consideration in advance.

Supplemental information

• Knowledge of bookkeeping and accounting procedures, principles, and practices.
• Knowledge of City and departmental policies, procedures, and administrative systems.
• Knowledge of computer and software applications.
• Knowledge of principles and procedures of record keeping and filing.
• Knowledge of basic office procedures and equipment.
• Excellent customer service and problem-solving skills.
• Skill in utilizing a personal computer and associated software programs.
• Ability to communicate clearly and effectively.
• Ability to establish and maintain effective working relationships with team members, co-workers, supervisors, the general public and City staff.
• Ability to learn computer applications specific to data input and retrieval.
• Ability to learn Accounts Payable procedures.
• Ability to perform all the physical with or without accommodations, intellectual, and analytical requirements of the position including decision making.