Accounts Payable Specialist

JOB Under the general direction of the Accounting Manager, this is a professional position performing advanced clerical and bookkeeping functions using Fund Accounting. The Accounts Payable Specialist is responsible for a variety of record keeping and reconciliations and is expected to plan and carry out assignments with minimal supervision. Work requires mature, independent judgement and the use of accounting and bookkeeping skills as well as knowledge of municipal government finance in analyzing, evaluating and reporting on compliance related matters. EXAMPLE OF DUTIES

• Maintains accurate financial records and follows written and oral instructions.
• Coordinates the Accounts Payable function for all City departments.
• Assists departments with invoice processing using the City’s accounting software.
• Assembles, reviews, and verifies invoices and check requests.
• Identifies, flags, and clarifies unusual or questionable invoice items.
• Prepares and processes electronic funds transfer (EFT) payments.
• Ensures invoices are paid accurately and in a timely manner in accordance with established procedures.
• Researches and resolves invoice discrepancies and payment issues.
• Performs retainage reconciliations and assists with the annual audit process.
• Reviews purchase orders and invoices to verify payment terms and requirements are met.
• Reconciles accounts payable transactions.
• Collaborates with the Purchasing Division to ensure vendor records are current and accurate.
• Processes and reconciles City P-Card transactions against bank invoices.
• Works with departments to ensure proper documentation of P-Card transactions.
• Coordinates and responds to inquiries regarding vendor payments and P-Card transactions.
• Prepares financial reports related to vendor payments and other payment activities, as needed.
• Provides assistance to other City departments, as assigned.
• Performs related duties and special projects, as assigned.

KNOWLEDGE, ABILITIES AND SKILLS

• Knowledge of Generally Accepted Accounting Principles (GAAP)
• Knowledge of local government payment processing
• Ability to detect accounting and bookkeeping irregularities/problems and provide recommendations for improvement
• Knowledge of laws, rules and regulations controlling fiscal record keeping
• Ability to use Microsoft products proficiently
• Ability to communicate clearly and concisely, both verbally and in writing
• Ability to work independently and also in a team environment

SUPPLEMENTAL INFORMATION

Possession of a valid Florida Driver license with acceptable driving record.

During occasions of local emergencies this position may be required to report to perform emergency tasks, which may result in extended work hours as well as extended periods of time away from family members. The Incident Commander and the employee's department Head will make the determination as to who will be required to work.

Subject to flexible work hours as needed (hours other than 8:00 a.m. to 5:00 p.m. Monday through Friday), and 40 plus hour work week (including weekends) as needed.

During occasions of local emergencies this position may be required to report to perform emergency tasks, which may result in extended work hours as well as extended periods of time away from family members. The Incident Commander and the employee’s Department Head will make the determination as to who will be required to work.
Subject to flexible work hours as needed (hours other than 8:00 a.m. to 5:00 p.m. Monday through Friday), and 40 plus hour work week (including weekends) as needed.

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Requires exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. Additional physical abilities required:

• Speaking: Expressing or exchanging ideas by means of the spoken English word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely. Ability to communicate verbally both in person and over the phone.
• Sitting: Ability to sit for extended periods of time.
• Standing: Particularly for short periods of time.
• Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Visual Acuity: Have visual acuity to operate motor vehicles, includes close vision, distant vision, color vision, depth perception, and the ability to adjust focus.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Climbing: Ascending or descending stairs, using feet and legs and/or hands and arms. Body agility is emphasized.
• Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Grasping: Applying pressure to an object with the fingers and palm.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Kneeling: Bending legs at knee to come to a rest on knee or knees.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.
The City of Titusville is an Equal Opportunity Employer. In compliance with the American’s with Disabilities Act, the City of Titusville will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
E.O.E. The City of Titusville prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Acknowledged and accepted:

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Name & Date