Accounts Payable Specialist

JOB DESCRIPTION

Posting Expires: Until Fiiled.

Salary Range: $18.80-$23.48

General Description and Classification Standards

Provides higher-level accounting support in accounts payable.

This is an experienced, skilled, or technical level position capable of completing a variety of tasks with limited guidance. Accounts Payable Specialist focuses on customer-based accounting responsibilities in accordance with the Department of Finance procedures and core values. Provides financial, administrative, and clerical support by ensuring payments are completed and expenses are controlled by processing, verifying, and reconciling invoices according to established policies and procedures in an efficient, timely and accurate manner. The role is an experienced skill level capable of carrying out most assignments typical in accounts payable.

Supervision Received

Works under minimal supervision; follow standardized procedures and written instructions to accomplish assigned tasks.

RESPONSIBILITIES

Essential Duties & Responsibilities

These are typical responsibilities for this position and should not be construed as exclusive or all-inclusive. May perform other duties as assigned.

This role is responsible for performing accounts payable and accounting tasks related to the efficient processing of Accounts Payable Transactions in accordance with the City of Atlanta's payment policy.

Demonstrates substantial understanding of the job requirements and applies knowledge and skills to a wide range of tasks. Working knowledge of accounts payable functions.

• Provides accounting support in one or more of the following areas:

• Performs day-to-day payable transactions to ensure accurate and timely payment processing.

• Reviews all invoices for appropriate documentation and GL coding and approvals prior to payment.

• Audits and monitors incoming invoices while preventing fraudulent activity.

• Enters data invoices into designated AP software (Oracle).

• Inputs invoices accurately, enters correct account numbers, correct descriptions, and check for proper vendor information. Process outgoing payments in compliance with financial policies and procedures.

• Processes capital related invoice and reviews purchasing requests. Reviews and routes invoice and pay applications for approval.

• Enters Invoice Capital Compliance vendor pay applications into Oracle for payment.

• Responds to vendor payment inquiries, troubleshoots, and resolve any outstanding issues.

• Responsible for the preparation of invoices, tracking sheets for all incoming invoices, and processing of all vendor's and services provider's invoices into the Oracle system.

• Continuously reviews accounts payable aging reports (Invoice on Hold Report) to clear aged invoices in a timely manner.

• Reviews, codes, and enters vendor invoices into the accounting system utilizing both 3-way match (Purchase Orders).

• Verifies invoices against purchase orders and ensure goods or services were received before issuing payment to vendors.

• Researches, resolves, and responds to internal and external information requests regarding payment status promptly and accurately.

• Updates create, maintain, and distribute various reports and spreadsheets internally and externally.

• Ensures all processing and reporting deadlines are consistently achieved.

• Audits travel and training disbursements request for policy compliance.

• Performs the administration of Concur T &E Portal and assist the AP Manager with system administration responsibilities.

• Operates Oracle system to research and process payments, including receipts and batches.

• Researches transactions and may prepare general journal entries.

• Maintains files and documentation thoroughly and accurately in accordance with the Department's policy and accepted accounting practices.

• Performs account reconciliation and/or analysis as required.

• Generates reports detailing accounts payable status.

• Assists in providing audit support as necessary.

• Attends meetings and assists with pre-construction, kickoff, and partnership efforts.

• Assists in the resolution of outstanding invoice problems from past due accounts.

• Provides quality customer service with each incoming and outgoing telephone call and written request.

• Mays assist in ad hoc projects as needed.

• Performs other duties as assigned.

Knowledge, Skills & Abilities

This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.

• An understanding of accounting principles, however, not requiring the skills of a trained accountant.

• Possesses a "can do" and do whatever it takes attitude.

• Detailed oriented.

• Ability to meet deadlines.

• Self-motivated and quick learner with a sense of urgency.

• Ability to multi-task and manage several processes concurrently.

• Ability to work effectively with other teams and all levels in the organization.

• Demonstrated the ability to identify and implement process improvements.

• Ability to reconcile and balance numerical data.

• Completes tasks in creative and effective ways.

QUALIFICATIONS

Minimum Qualifications Education and Experience

1. Associate degree in accounting or business related field.

2. 1- 3 years of professional experience in a billing/accounts receivable/customer facing role

3. Demonstrated experience in managing a process(es).

4. Basic understanding of principles of accounting.

5. Intermediate-level skill in the use of Microsoft Office Suite and accounting software databases.

6. Proficiency in MS Office (Excel and Word) and Outlook.

Preferred Education & Experience

• Bachelor's Degree in Accounting, Finance, and/or Business Administration.

• Up to 5 years of Oracle system experience.

• Experience working knowledge with Oracle, PeopleSoft, Great Plans, JD Edwards, SAP.

• Experience in working with Oracle Cloud environment.

• Minimum 3-5 years' experience in an A/P role or accounting experience.

Essential Capabilities and Work Environment

Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with the job.

It is the policy of the City of Atlanta ("COA") that qualified individuals with disabilities are not discriminated against because of their disabilities regarding job application procedures, hiring, and other terms and conditions of employment. It is further the policy of the COA to provide reasonable accommodations to qualified individuals with disabilities in all aspects of the employment process. The COA is prepared to modify or adjust the job application process or the job or work environment to make reasonable accommodations to the known physical or mental limitations of the applicant or employee to enable the applicant or employee to be considered for the position he or she desires, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation will impose an undue hardship. If reasonable accommodation is needed, please contact the Human Resources Director for your department.

The City of Atlanta is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, color, religion, age, disability, sex, sexual orientation, ender identity, marital status, veteran's status or national origin, or any other basis prohibited by federal, state, or local law. We value and encourage diversity in our workforce.

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