Accounts Payable Specialist - Purchasing

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

Essential Duties & Responsibilities
• Manages invoice email inbox and reconciliation process
• Maintains 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 accurately
• Receives all invoices via regular mail and distributes invoices via email to the appropriate departments for payment processing
• Processes 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 Technician
• Manages 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 end
• Maintains complete and accurate content on the Purchasing pages of the City’s website and intranet
• Provides 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 day
• Back-up 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 items
• Adheres to assigned work schedule as outlined in the department attendance policy
• Follows the city policies, procedures, and safety guidelines
• Performs other duties as assigned
Minimum Qualifications
• High School diploma or equivalent
• Three (3) years of experience in accounting, office setting, or related area
• Intermediate level in Microsoft Word and Excel or related software
• Ability to successfully pass testing related to Microsoft Word, Microsoft Excel, typing, and writing clarity
Preferred Qualifications
• Associates degree in business, accounting, or related field
• Knowledge of basic accounting procedures and practices
Certificates, Licenses, Registrations
• Valid driver’s license


Thank you for your interest in the position. Please note only those selected for an interview will be contacted.