ACCOUNTS PAYABLE SPECIALIST
FLSA Status: Non-Exempt

Position Overview

The Accounts Payable Specialist processes, records, and files payment of invoices, statements and expense reports. The Specialist also processes records and balance daily receipts for multiple departments.

Essential Job Functions

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Greets customers via telephone or in person, and assist them with their request(s).
• Receives, reviews and reconciles invoices with purchase order and other relevant documentation to ensure accurate and timely payments to vendors
• Corresponds with vendors and responds to inquiries.
• Inputs payables and receivables information into the computer system.
• Processes printing and distribution of Accounts Payable checks.
• Create and submit electronic payments file for semi-monthly docket check runs.
• Create and submit Positive Pay file to City’s financial institution.
• Perform electronic scanning, indexing, and record keeping.
• Research issues associated with payment inquiries.
• Prepare forms 1099 for vendors in absence of Accounts Payable Supervisor.
• Balance and deposit daily receipts received from third parties in Finance; submits daily reports to accounting supervisor.
• Enter deposits for Police Department and Harbor Clearing
• Process upload of revenue/receipts data from Municipal Court’s Encode data file.
• Process weekly Water & Sewer refunds.
• Serve on Water & Sewer grievance committee – meeting on second Thursday of each month.
• Complete credit requests for new vendors.
• Retrieve bank bags from Water & Sewer, Municipal Court and Police Department in the absence of the Community Services Officer.
• Encourage acceptance of electronic payments by vendors by contacting vendors and providing documents necessary to implement electronic payment process.

Knowledge, Skills and Abilities

Must posses required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Considerable knowledge of principles and methods of computerized and manual financial record keeping is required; knowledge of fund accounting preferred.
• Demonstrated ability to coordinate varied tasks, meet deadlines, and successfully completes projects.
• Ability to perform basic mathematical computations.
• Ability to organize work, set priorities and meet critical deadlines with little supervision.
• Ability to work independently, with minimum supervision and apply initiative and judgement in resolving problems.
• Ability to communicate effectively, both orally and in writing.
• Ability to work under pressure relationships with various departments, employees and the general public.
• Ability to maintain harmonious and effective working relationships with other employees, supervisor and other departments.

Education and Experience

High school graduate. Must have at least 2-3 years of previous Accounts Payable/Receivable experience, with proficiency in computer software programs. Good working knowledge of Excel. MUNIS experience preferred.

Licenses or Certificates

Must possess a Mississippi driver’s license.

Physical Demands and Working Conditions

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical requirements include occasional lifting/carrying of 10 pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting and kneeling to perform the essential functions. Working conditions are primarily inside an office environment.