Accounts Payable Specialist - City Finance & Billing Backup

The primary function of this position is to manage the City's accounts payable operations. Responsibilities include reviewing and processing invoices, verifying purchase orders and approvals, maintaining vendor records, preparing payments, reconciling accounts, and maintaining accurate financial records. The position also provides backup support for utility billing and municipal court operations as needed. This position does not supervise employees.

ESSENTIAL FUNCTIONS

Manage the City's day-to-day accounts payable process in accordance with purchasing requirements, approval procedures, internal controls, and City policy. Receive, review, code, enter, and route vendor invoices for approval; verify purchase orders, quotes, contracts, receiving documentation, account numbers, pricing, quantities, tax-exempt status, and mathematical accuracy. Confirm that required approvals and supporting documents are complete and that expenses are charged to the correct fund and account before scheduling payment. Maintain accurate vendor records, including contact information, payment terms, W-9 forms, tax-identification information, and authorized changes. Prepare check runs, check registers, electronic payments, and supporting documentation for review and approval; distribute authorized payments and retain remittance records. Monitor invoice due dates and payment terms to support timely payments and avoid late fees, duplicate payments, or service interruptions. Research invoice discrepancies, duplicate charges, missing documentation, credit memos, payment-status questions, and vendor issues; reconcile vendor statements, outstanding invoices, and accounts payable reports. Process approved payment corrections, voids, stop-payment requests, refunds, and reissued checks in accordance with established procedures. Maintain complete accounts payable records and assist with month-end and fiscal year-end processing, audit requests, expenditure reports, vendor updates, and required Form 1099 information. Protect confidential banking, vendor, employee, tax-identification, and other sensitive financial information. Provide backup support for utility billing, including receiving payments, responding to routine account questions, processing approved account changes, entering billing information, and maintaining related records. Provide backup support for municipal court and permit operations, including receiving payments, assisting customers with routine questions, processing authorized documents, and referring legal or case-specific questions to the court clerk or Court Administrator. Receive, post, and process utility, court, permit, and other City payments when providing backup coverage; balance assigned receipts and prepare accurate deposit documentation. Represent the City professionally and provide courteous, timely service in person, by telephone, and in writing. Prepare forms, permits, reports, correspondence, and records; research files and respond to routine information requests. Collect and sort mail and night-drop items; scan, file, retain, and dispose of records in accordance with City policy and applicable records-retention requirements. Follow City policies, work instructions, internal controls, safety procedures, and applicable federal, state, and local laws. Maintain an organized work area; promptly report errors, safety concerns, and operational problems to the supervisor. Perform other job-related duties as assigned.

MINIMUM QUALIFICATIONS

At least 18 years of age. High school diploma or GED. Two years of accounts payable operations, customer service, cashiering, billing, or closely related experience preferred; municipal experience preferred. Valid Texas driver's license and an acceptable driving record when driving is required for assigned duties. Proficiency with standard office equipment and Microsoft Word, Excel, Outlook, PowerPoint, and internet-based applications. Experience with Tyler Technologies ERP Pro 10 (Incode) preferred. Ability to work the City's regular business hours, generally 8:00 a.m. to 5:00 p.m., Monday through Friday, and occasional evenings or weekends as required. Must successfully complete any job-related pre-employment screening required by City policy and permitted by applicable law, including a background check and drug screening. Must be legally authorized to work in the United States. #J-18808-Ljbffr City of Maypearl