Accounts Payable Specialist - Purchasing

SummaryUnder supervision of the Purchasing Division Director and direction of the Accounts Payable Technician, this position performs accounts payable duties, oversees the invoice reconciliation process, and performs minor administrative duties.

Essential Duties and Responsibilities

Facilitates the invoice email inbox and reconciliation processMaintains records of all new incoming invoices for tracking and follow-up, responds to vendor invoice inquiries, and provides exceptional customer service ensuring questions and issues are resolved timely and accuratelyReceives all invoices via regular mail and distributes invoices via email to the appropriate departments for payment processingProcesses purchase order (PO)-supported invoices for payment in Naviline and resolve identified issues with the City department and/or vendor as assigned by the Accounts Payable TechnicianCompletes vendor Form W9s and information forms, both electronic and paper, to include set up of new vendors, update of existing vendors, and deactivation of old vendors ensuring vendor information provided is accurate in Naviline. Assist with IRS 1099 Form reconciliation process at year endMaintains complete and accurate content on the Purchasing pages of the City's website and intranetProvides back-up duties as assigned; tasks include answering the department's main phone line, responding to internal/external customers, pick-up / distribution of mail, and securing the facility at the end of the business dayServes as backup to the Warehouse Inventory Specialist when required, duties include operation of the forklift, issuance of parts, and the receipt, check-in, and stock of warehouse inventory itemsAdheres to assigned work schedule as outlined in the department attendance policyFollows City policies, procedures, and safety guidelinesPerforms other duties as assigned

Minimum Qualifications

High School diploma or equivalentThree (3) years of experience in accounting, office setting, or related areaIntermediate level in Microsoft Word and Excel or related softwareAbility to successfully pass testing related to Microsoft Word, Microsoft Excel, typing, and writing clarity

Preferred Qualifications

Associates degree in business, accounting, or related fieldKnowledge of basic accounting procedures and practices

Certifications and Licenses

Valid driver's license