Job Description

Posting number: 27-003

Department: Finance / General Accounting

Job classification: Accounts Payable Technician

Posting type: Open & Promotional

Categories: Administration, Clerical & Data Entry, Accounting and Finance, Professional, Miscellaneous, Statistics/Mathematics, Office and Administrative Support

Summary

JOB SUMMARY

Under the supervision of the Accounting Supervisor, performs clerical and specialized accounting work to handle the accounts payable process, ensuring the accurate and timely processing of invoices and payments together with compiling, maintaining and verifying diverse bookkeeping records and accounts. The position requires strong attention to detail, technical accounting skills, and the ability to communicate effectively with City departments, vendors, and the public. Must be highly organized and detail-oriented.

ESSENTIAL JOB FUNCTIONS

• Efficiently reviews, audits, and processes vendor invoices, purchase orders and receiving documentation for accuracy and compliance with City policy for payment, coding invoices, and entering all payable information into the operating system to produce account payable checks and/or epayables.
• Performs 3-way matching and resolves discrepancies by working with departments, Purchasing, and vendors.
• Prepares and processes weekly payment batches.
• Prepares weekly cash flow analysis.
• Correlates check copies with back-up documentation and files/scans all back-up documentation, maintaining complete and accurate documentation for audit review.
• Performs various reconciliations of balance sheet accounts.
• Reviews and processes vendor record requests in accordance with City and IRS requirements.
• Responds to inquiries from vendors, City departments, and the public regarding invoice status, payment schedules, and procedures.
• Significant understanding of basic accounting principles and familiarity with accounts payable processes.
• Examines financial records for accuracy and completeness according to prescribed standards and follows-up discrepancies between purchase orders, requests for direct payment, backup documentation and invoices with various departments, purchasing staff, and vendors.
• Performs research and analysis related to prior payments made to vendors.
• Prepares purchase requisitions for the Accounting Division.
• Provides information and assistance to other departments and vendors, applying significant knowledge of accounting/bookkeeping rules, departmental rules, regulations, and procedures.
• The majority of position duties are required to be performed on-site.
• Assists with the annual audit and preparation of the Annual Comprehensive Financial Report (ACFR).
• Mission Support Employees may be required to work during a declared or undeclared emergency.
• Performs other related job duties as assigned.

Examples of duties

Knowledge, Skills and Abilities:

• Knowledge of accounts payable, bookkeeping and accounting principles and practices; standard office practices, methods, and procedures.
• Knowledge of municipal accounting practices, City financial policies, and public procurement rules.
• Skill in the use of a variety of computer programs, including Microsoft Office applications, especially Excel, and various office equipment. Knowledge of Naviline software is a plus.
• Ability to understand and apply appropriate bookkeeping and accounting rules both in actual work and in review of same.
• Ability to analyze invoices and financial data, resolve discrepancies and to interpret a variety of instructions furnished in written, oral or scheduled formats.
• Ability to compose effective and accurate correspondence and to deal with non-routine matters, completing routine work independently with minimal instructions; promoting a harmonious atmosphere and smooth flow of information into and out of supervisor's office; and working as a highly cooperative member of a team.
• Identifies and resolves improperly completed paperwork from departments and coordinates the corrections in a timely manner.
• Ability to review and process employee expense reports, ensuring adherence to City policies.
• Ability to exercise good judgment, sound reasoning skills and discretion in making independent decisions commensurate with responsibilities.
• Demonstrates efficient, proficient and accurate data entry, data assembly, and data organization.
• Excellent verbal, written and listening skills with the ability to communicate clearly, concisely, technically, effectively, and with courtesy.
• Ability to promote and maintain good relations with all levels of employees, management, government agencies and the public.
• Ability to work independently and confidentially with discretion.
• Ability to manage assigned responsibilities with high-volume processing, competing demands, changing priorities and required timelines and work under pressure to meet deadlines.
• Strong attention to detail with a high degree of accuracy.

Qualifications

Education and Experience:

High school diploma or GED certificate with courses in bookkeeping or accounting; an associate degree in accounting, finance, or business is preferred; two (2) years of responsible accounts payable or bookkeeping experience; or an equivalent combination of education, training and relevant experience.

Special Qualifications:

For positions requiring the operation of City vehicles, must possess a valid current Florida driver's license, or be able to acquire one within 45 days of hire.

Supplemental information

PHYSICAL DEMANDS

The work is generally sedentary and may require exerting up to 20 pounds of force occasionally and up to 10 pounds of force frequently to lift, carry, push, pull, or otherwise move objects. Additionally, the following physical abilities are required:

• Crouching: Bending the body downward and forward by bending leg and spine.
• Dexterity: Primarily with fingers, as in picking, pinching, or typing.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand
• Hearing: Ability to hear and understand at normal speaking levels with or without correction.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Reaching: Ability to extend hand(s) and arm(s) in any direction.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Sitting: Frequently sits for long periods of time.
• Speaking / Talking: Ability to communicate clearly, accurately and concisely through speech.
• Visual Acuity: Visual Acuity: Ability to perform activities such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading, operating motor vehicles.

WORK ENVIRONMENT

Work is generally performed in a safe and secure environment that may periodically have unpredicted requirements or demands.