Accounts Payable Specialist

General Definition of Work

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Finance Department: The City of Jacksonville Finance Department, located at City Hall in downtown Jacksonville, is a service department that provides cash and asset management, accounts payable and purchasing, customer billing and collections, contract review and grant monitoring, and budgeting services to the City.

General Description:The City of Jacksonville is seeking an Accounts Payable Specialist to perform difficult technical work preparing and maintaining financial accounts and records according to standardized accounting practices; does related work as required. Work is performed under regular supervision.

Essential Functions/Typical Tasks

Processing accounts payable; entering data; posting accounts; maintaining records and files; preparing reports.

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Processes accounts payables for field purchases orders, purchase orders, procurement card, water account refunds and payroll related liabilities; verifies the accuracy of invoices by ensuring proper account numbers are used, adequate funds have been budgeted for the expenditure and appropriate sales tax has been charged.

• Maintains and reconciles City credit card statements and processes them for payment on a monthly basis; ensures that purchases made are being properly charged to departments based on items purchased and that the procurement card policy is being adhered to.

• Processes travel authorizations to ensure compliance with City policies, travel is properly budgeted and accompanied by supporting documents.

• Processes invoices for uniform rentals and electric bills; ensures charges are properly allocated to each department.

• Prepares wire transmittal requests for bond, loan and installment purchase payments.

• Reconciles on a monthly basis on all sales and use tax and accounts payable sub-ledgers and prepares reports showing reconciliation of year-end balances.

• Advises departments on procedures for payment requests, budget amendments, policy issues and other related accounts payable issues.

• Provides technical assistance to other departments in using HTE program for accounts payable and purchasing.

• Creates vendor files in computer system as needed, using vendor application and W-9 as they are submitted; ensures that appropriate insurance is provided by vendors who are required to have it.

• Prepares adjusting journal entries for correcting accounts as necessary.

• Answers telephone and responds to callers inquiries.

• Replenishes the petty cash fund upon request and verifies department head signatures and the account number coding of all receipts prior to payment processing.

• Opens, date stamps and distributes mail within the accounting department.

• Prepares statements and reports as requested for Comprehensive Annual Financial Report.

• Performs related tasks as required.

Required Education and Experience

Any combination of education and experience equivalent to graduation from an accredited community college with major course work in bookkeeping, accounting or related field and 2 to 5 years accounting experience.

Knowledge, Skills and Abilities

Thorough knowledge of the methods used in keeping fiscal accounts and records; thorough knowledge of office terminology, procedures, methods and equipment; thorough knowledge of business arithmetic; thorough knowledge of a variety of complex computer software systems; ability to understand and carry out oral and written directions; ability to enter data, post accounts and perform mathematical computations with speed and accuracy; ability to transfer various data from a variety of other computer data sources; ability to establish and maintain effective working relationships with associates, vendors and the general public; skill in the operation of office equipment and computers.

Equal Employment Opportunity

The City of Jacksonville is an Equal Opportunity Employer. All qualified applicants are considered for employment without regard to race, color, sex, national origin, age, marital status, religion, or disabilities unrelated to the essential function of the position.