Job Description

Posting number: 2027-00004

Department: Finance

Job classification: ACCOUNTS PAYABLE SPECIALIST III

Posting type: Open & Promotional

Categories: Administrative Assistant, Clerical & Data Entry, Accounting and Finance, Professional, Office and Administrative Support

Summary

Under general direction, is responsible to perform key functions to achieve goals of the work section or to provide direction and supervision over a group of employees performing those key functions. This position reports to the Accounts Payable Coordinator and exercises functional and technical supervision over assigned staff.

Work Location

City Tower - 8th Floor, 100 W. Houston St.

Work Hours

7:45 a.m. - 4:30 p.m.; Monday - Friday

Examples of duties

• Acts as a lead in processing all banking payment actives, such as processing checks, voiding checks, ACHS, wires, and reviewing all Accounts Payable banking tasks and duties. Trains employees on procedures, methods, materials, and equipment used in the section.
• Ensures vendor payments are achieved through execution of specific job functions or by supervision of those functions to ensure compliance within payment terms and also compliance with all City, department and section rules, policies and procedures.
• Monitors, reviews, and ensures accuracy of payments and documentation to ensure compliance to data entry standards, selection of remittance address and other designated criteria.
• Responds to inquiries from both vendors and City personnel in regards to payment status, provides information or researches as needed to ensure quick resolution to issues and ensure good vendor and departmental relationships communicating by various methods. Informs management of unsettled issues as needed.
• Utilizes the City's SAP Financial and Accounting System to retrieve information and prepare reports or review given reports to monitor compliance to discounts, vendor terms, and other processes and procedures.
• Performs clerical tasks such as responding to internal and external requests for documentation or information, copying various materials and documents, and filing.
• Utilizes the City ECM systems to monitor AP entry, efficiencies, work referred to departments and responses; utilizes report features to gauge system usage, ensure data integrity and correct linking to the SAP system, and oversee all other associated tasks for preparation of payables documents for conversion and entry into the City ECM system for subsequent retrieval and in compliance with record retention policy.
• Performs related duties and fulfills responsibilities as required.

Qualifications

• Two (2) years of college from an accredited college or university.
• Four (4) years of experience in related field(Accounts Payable, Accounting, Banking, etc.) to include one (1) year of lead work experience.

Preferred Qualifications

• Proficient experience with Excel.
• Experience with account reconciliation.
• Knowledge of procedures for banking processing of checks and ACH's.
• Knowledge of COSA Policies and Procedures to AP Administrative Directives.

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.
• 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.
• 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.
• 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.

Supplemental information

• Knowledge of computer and software applications.
• Knowledge of proper public contact and telephone etiquette.
• Knowledge of principles and procedures of record keeping and filing.
• Knowledge of business letter writing and basic report preparation.
• Knowledge of city, state, and federal policies and regulations relating to assigned area of responsibility.
• 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 interpret and analyze complex financial problems, documents and reports.
• Ability to interpret and apply administrative and departmental policies and procedures.
• Ability to plan, assign and supervise assigned staff.
• Ability to work independently with minimal supervision.
• Ability to perform all the essential functions of the position, with or without accommodations.
• Ability to work primarily inside an office environment.