Accounts Payable Clerk

Accounting And Administrative Position

Position Description: Performs responsible accounting and administrative work involving the review, processing, auditing, and reconciliation of accounts payable transactions. Reviews invoices, contracts, purchase orders, payment requests, and supporting documentation to ensure accuracy, proper approvals, compliance with applicable policies, and availability of funds. Processes vendor payments, reimbursements, purchasing card transactions, journal entries, and related financial records while maintaining accurate and audit-ready documentation. Work is performed under close to general supervision in accordance with established policies and procedures, with discretion in determining the appropriate methods and timing for completing assignments. Supervision Received: Works under the general guidance and direction of the Director and Assistant Director of Financial Services Supervision Exercised: None.

Essential Duties And Responsibilities

Essential Job Functions:

• Reviews, audits, and processes invoices, payment requests, reimbursements, retainage requests, and related financial transactions for accuracy, proper approvals, available funding, and compliance with contracts, policies, and procedures.
• Processes vendor payments, ACH/check payments, employee reimbursements, P-Card transactions, and electronic payables; researches and resolves rejected or disputed transactions.
• Reconciles vendor and general ledger accounts, prepares journal and correcting entries, and maintains accurate supporting documentation for accounting, budgeting, and audit purposes.
• Monitors expenditures and assists with budget transfers, deposits, petty cash, accruals, month-end and year-end accounting activities.
• Reviews payroll-related records and assists with payroll adjustments, manual checks, voided checks, and other payroll functions as assigned.
• Reviews purchase requisitions, obtains informal quotations, prepares bid documentation and tabulations, and assists with purchase orders and procurement records.
• Maintains vendor, invoice, payment, procurement, and financial records; scans and uploads documents and ensures records are complete and audit-ready.
• Prepares spreadsheets, reports, and financial records using accounting and Microsoft Office software.
• Responds to vendor, employee, department, and public inquiries; researches account discrepancies and communicates resolutions.
• Assists with internal and external audits, financial reviews, and other accounting activities.
• Maintains confidentiality of financial and personnel information and provides professional customer service.
• Performs other related duties and special projects as assigned.

Minimum Qualifications

• High school diploma or GED.
• At least one (1) year of experience in accounts payable, bookkeeping, payroll, accounting, finance, or closely related work.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Knowledge of basic accounting principles, financial records, and accounts payable procedures.
• Ability to accurately enter, review, reconcile, and maintain financial data and records.
• Ability to interpret and apply established policies, procedures, contracts, and financial requirements.
• Ability to maintain accurate records and meet established deadlines.
• Strong attention to detail and ability to identify and resolve discrepancies.
• Ability to communicate effectively, both orally and in writing.
• Ability to provide professional customer service to internal and external customers.
• Ability to maintain confidentiality and exercise sound judgment when handling financial and personnel information.
• Ability to establish and maintain effective working relationships with employees, vendors, supervisors, and other stakeholders.

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Experience working in accounts payable or a governmental finance environment.
• Accounts Payable Certified Associate (APCA) or Accounts Payable Certified Professional (APCP).

• Valid Florida Driver License.
• Successful completion of a criminal background investigation.
• Successful completion of a pre-employment drug screening.

We offer a complete benefits package to full-time employees including 100% paid health care and life insurance, Florida Retirements System (FRS) and Employee Assistance Plan (EAP). Deferred compensation plans, flexible spending accounts, dental and vision discounted plans available. Full-time employees also receive paid holidays, vacation, and sick leave. Benefits for part-time employees include paid life insurance, FRS and EAP.