Accounts Payable Specialist

Summary

The purpose of this position is to help coordinate multiple administrative & financial efforts that contribute to the effective delivery of financial services to the community. The Accounts Payable Specialist plays a critical supporting role in the areas of financial management, accounts payable, and general local government administration.

The keys to success in this position are:

• Excellent customer service grounded in the organization's mission of learning, serving, and working together to build a community where people thrive.
• Consistent, accurate performance that reflects Business Management's commitment to provide financial oversight and advice that help the Town make the best possible use of its assets.
• Effective communication with a wide range of stakeholders including staff, residents, business owners, and visitors.

Working Hours: Monday- Friday 8:00 am- 5:00 pm Full Time Non-Exempt

• THIS POSITION MY CLOSE WITHOUT NOTICE*

Essential Functions

Financial

• Opens, sorts, and processes incoming mail.
• Reviews Town-wide invoices for accurate mailing address and contact information.
• Distributes invoices electronically to designated department personnel for payment approval.
• Reviews approved invoice transactions verifying appropriate signature approval, general ledger account coding, available budget, purchase orders, and supporting documentation.
• Enters all department approved invoices with purchase orders into the Town's financial accounting system.
• Scans invoices and other supporting documents into financial software system for data archiving.
• Assembles check and remittance information to submit to vendors.
• Reviews outstanding invoices approaching due dates by checking for payment in financial system and does first round of follow up with department representatives regarding unpaid invoices nearing past due status.
• Contacts vendors to work together to clear up outstanding balances on statements.
• Reviews all employee purchasing card logs for accurate signatures, account numbers, purchase orders, available budget, and supporting documentation and adherence to policy and communicates with departments to discuss missing or insufficient information.
• Maintains filing system for accounts payable records including copies of checks and invoices, outstanding invoices, and purchasing card logs.
• Sorts, reviews, and purges archives to always keep the most recent records available.
• Assists with special projects.
• Performs other duties as assigned.

Supervision Exercised

None

Physical Demands

The work is typically performed while sitting at a desk or table, with intermittent standing or stooping. The employee uses equipment requiring ahigh degree of dexterity.

Work Environment

The work is typically performed in an office environment.

Minimum Qualifications

Any combination of education and experience that would provide the required knowledge, skills, and abilities to perform the duties of the job.

Knowledge of:

• General accounting and bookkeeping standards and practices.
• Computerized systems for the maintenance of financial records
• Principles and practices for maintaining public records.
• Principles and practices of effective customer service

Ability to:

• Model behavior that is consistent with our values of RESPECT
• Establish and maintain effective working relationships with employees, customers, and supervisors.
• Provide excellent customer service.
• Communicate effectively, orally and in writing.
• Adapt to changing priorities and unanticipated events.
• Solve problems and make sound decisions.
• Manage own time while working independently.
• Operate standard office equipment and perform mathematical calculations.
• Utilize Microsoft Office suite (Word, Excel, PowerPoint, and Outlook) and other enterprise or web-based software.
• Interpret Town ordinances, policies, and procedures.
• Receive and maintain confidential information.

Education

An associate degree in business administration, Accounting, Public Administration or 2 years' experience in a related field.

Experience

Two years of relevant experience in customer service, accounting, business, or responsible administrative experience.

Licenses/Certifications

A valid NC driver's and the availability of private transportation or the ability to provide transportation between job sites