Administrative Assistant - Accounts Payable

Department: General Services Department

Salary: $25.00 - $35.13 Commensurate with Experience

Welcome to the City of Charlotte

Charlotte is America’s Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce

• Valuing teamwork, openness, accountability, productivity, and employee development

• Providing all customers with courteous, responsive, accessible, and seamless quality services

• Taking initiative to identify, analyze, and solve problems

• Collaborating with stakeholders to make informed decisions

SUMMARY

Seeking an Administrative Assistant for the Facility Operations Division of the General Services Department. The Facility Operations Division is responsible for the facility management and maintenance of over 200 City-owned facilities. This position will be responsible for performing a broad range of administrative duties with a heavy focus on accounts payable.

Major Duties and Responsibilities

• Reviews all invoices for appropriate documentation and approval prior to payment

• Responsible for clearing invoices from the Match Exceptions que within a timely manner

• Submit employee reimbursement requests into Workday

• Process, audit and assist trade staff with monthly purchase transactions and invoices

• Creates and assigns service orders in Cityworks

• Reconcile vendor statements, research and correct discrepancies

• Process and compile various reports and documentation for internal departmental billing

• Maintain files and documentation thoroughly and accurately, in accordance with City policy and accepted accounting practices

• Orders supplies; supports department inventory activities

• Reconcile processed work by verifying entries and comparing system reports to balances. Charge expenses to appropriate PL/GL by analyzing invoice or expense reports; record entries

• Respond to vendor inquires. Coordinate vendor payments; resolve purchase order, contract, invoice or payment discrepancies and documentation

• Creates requisitions for purchase of goods and services in Workday

• Provide backup for general office needs, including payroll entry, information requests, and answering phones

• Perform other administrative duties as assigned

Knowledge, Skills & Abilities:

• The ability to work well independently and as part of a team in a fast-paced, high-volume environment with an emphasis on accuracy and timeliness.

• Proficiency with Microsoft Office, in particular Word and Excel.

• Adaptable to changing business conditions, new ideas and methods. Prior change management or process improvement experience preferred.

• Excellent problem solving and verbal and written communication skills.

• Customer focused, dedicated to meeting the expectations and requirements of internal and external customers.

• Relates well to a wide variety of individuals.

• A good understanding of general administrative processes, trends and best practices.

• Knowledge of basic accounting principles, data analysis and research and resolution skills.

• Good organizational skills with the ability to prioritize and use his/her time effectively and efficiently.

Preferred Qualifications:

• A Bachelor’s degree in accounting, finance, business administration, or related field and two years (2) of related administrative experience in a large office setting. Experience with accounting, facilities management and human resource work systems: Workday and Cityworks preferred.

Minimum Qualifications:

• An Associate’s degree in accounting, finance, business administration, or related field and one year of related experience or equivalent combination of education, work experience, and skills may be considered.

CONDITIONS OF EMPLOYMENT

The City’s Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: refer