Accounts Payable Assistant

4 weeks ago


Pasadena, Texas, United States City of Pasadena Full time

Key Responsibilities:

The Accounts Payable Assistant will be responsible for the daily processing of Accounts Payable activity for the City of Pasadena.

Supporting internal departments, the incumbent will maintain payables accuracy, limit exposure, strengthen accounting compliance requirements, and streamline processes.

Working collaboratively with a team of hard-working Controller's personnel, the goal is to continuously facilitate communication between staff and departments.

The ideal candidate will share the City's values of safety, purposeful innovation, and service above all.

Essential Duties:

  1. Control expenses through the receiving, verifying, processing, and invoice reconciliation process.
  2. Ensure vendors are paid in a timely fashion and monitor discount opportunities.
  3. Review invoices to ensure sales tax, late fees, and penalties are not applied.
  4. Review and close Purchase Orders as required.
  5. Reconcile vendor statements.
  6. Maintain accounts payable controls by verifying vendor federal ID numbers, scheduling, and preparing checks.
  7. Resolve payment discrepancies and documentation, and ensure credit is received and applied for outstanding credit memos.
  8. Verify authorized approvals, correct account coding, and cost centers are charged, and appropriate documentation is attached to all invoices.
  9. Review lowest organization accounts to ensure departments have funds prior to processing invoices.
  10. Review internal employee reimbursements to ensure they meet City guidelines.
  11. Transfer knowledge to other departments by interpreting and enforcing accounts payable policy as determined by senior management.
  12. Ensure all applicable payments are entered prior to monthly and fiscal year-end deadlines.

Requirements:

  1. 3+ years of full-cycle AP experience.
  2. Experience in a high-volume Accounts Payable environment.
  3. Excellent attention to detail.
  4. Strong organizational skills.
  5. Effective communication skills.
  6. Ability to consistently meet all deadlines.
  7. Must have strong work ethics.

Preferred: Associates degree or 5+ years of Accounts Payable experience; Bilingual (English/Spanish).



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