Accounts Payable Specialist

Accounts Payable Specialist (Clerical Tech V)

Join the City of Eagan as an Accounts Payable Specialist (Clerical Tech V) and become a vital part of our collaborative finance team! In this role, you'll manage key accounts payable functions, ensure accurate and timely payments, and support special projects that keep our community running smoothly. If you're detail-oriented, enjoy working with diverse teams, and want to contribute to a city that values transparency and efficiency, this is the perfect opportunity to make a meaningful impact.

Pay: $31.89 - $41.35 per hour, DOQ Full-Time, Non-Exempt, Benefit Eligible, Union

Essential Position Functions

Coordinates the Payment of all City Bills

• Billing Process
• Processes all bills received via US Mail, email, fax or interoffice mail for distribution to budget managers for approval and coding.
• Pursues appropriate documentation to ensure proper protocol for payment is obtained.
• Reviews all invoices for proper general ledger coding and levels of approval.
• Manages the payment for all invoices meeting adequate documentation and authorization for payment.
• Direct Billing
• Manages credit accounts the City holds with various businesses such as: Sam's Club, Home Depot, Menards, NAPA Auto Parts, ACME Tools etc.
• Maintains listing of employees authorized to obtain goods on credit from the various businesses, ensuring employees are properly added and/or removed timely.
• Reconciles individual receipts with monthly statements to ensure accurate billing.
• Billing Process
• Distributes City VISA card bills to approximately 40 cardholders on a monthly basis.
• Reviews and reconciles each cardholder statement to ensure all purchases are captured.
• Pursues appropriate documentation to ensure proper protocol for payment is obtained.
• Reviews all invoices for proper general ledger coding and levels of approval.

Creates and Maintains Accounts Payable Data

• Performs data entry using JD Edwards and Tungsten software platforms to process and record payments made to the City's vendors.
• Manages and processes vendor payments – both electronically and by issuing checks with proper signatures.

Records Management and Technology

• Maintains all accounts payable records using document imaging to categorize and catalog City related billing information, storing upwards of 10,000 checks per year.
• Manages the electronic storage of all accounts payable records in accordance with the Data Practices Act establishing security parameters with specific storage and folder structure to ensure data is easily accessible to authorized personnel.
• Serves as a key stakeholder with implementation of future data retention and storage systems. Will coordinate and perform the conversion of data from the existing system to a new system.

Report Production

• Prepares weekly check register for review by the Assistant Finance Director and approval by the City Council.
• Creates and uploads weekly 'positive pay file' to the City's bank following each check run to support fraud prevention policies governed by the bank.
• Produces 'Accounts Payable Proof and Posting Report' to ensure expenses are entered and recorded to the General Ledger.
• Provides reclassification reports upon request from accounting staff or authorized department representative detailing subsequent changes made to the expense codes on paid invoices.

Additional Job Functions

• Ensures vendors are charging the proper sales tax based on purchases being made.
• Resolves any accounts payable issues regarding City invoices.
• Coordinates with City staff and vendors to ensure payments are made in a timely fashion.
• Daily Deposit
• Prepares daily bank deposit and verifies its accuracy in order to resolve any discrepancies with the appropriate cash receipt specialist.
• Coordinates with the payroll department to ensure payments are made related to biweekly payroll (i.e., PERA, union dues, life insurance, and wage garnishments).
• Coordinates with the police department to ensure timely payments for bail collected.
• Processes and provides completed W9 forms to customers and vendors.
• Prepares requests for credit applications with new and existing vendors for the Assistant Finance Director to review and provide signature authorization.
• Assists with bank reconciliation and unclaimed property reduction through the review of outstanding check report: research and reissue checks that have not been cashed.
• Assists with budget or expense related questions by generating reports from the accounts payable or general ledger platforms to ensure the proper coding of expenses.
• Independently arranges for time sensitive duties to be completed if absent.
• Maintains the integrity of generally accepted accounting principles as it relates to accounts payable best practices.
• Communicates identified best practices to non-accounting stakeholders and customers.
• Reviews and processes cell phone bills distributed to City employees for review, coding and payment authorization. Oversees any subsequent redaction or reimbursement for personal calls made on City issued phones. Reviews other phone and mobile technology bills and copier usage, alerting IT to any variances.
• Reviews and processes utility-related bills (i.e. electricity, natural gas) and communicates with the various departments for discrepancies, clarification or new accounts.
• Perform other duties as assigned.

Minimum Qualifications

• Associate's degree in accounting, finance or closely related field.
• Proficient in MS Office including MS Word and Excel.

Things that may help you be successful in this role

• Two (2) years of accounts payable related experience or general accounting within a municipal setting.
• Experience with JD Edwards financial application software.
• Experience with Tungsten Automation accounts payable workflow software.
• Proficient with Excel and/or experience with data manipulation.

Why choose the City of Eagan? We love to work hard and play hard! We have supportive leadership and a known culture of teamwork. Current employees have said they like working for #TeamEagan because of the strong connection to the Community, great benefits, access to nature, and it's a place that being respectful is the norm – people are just nice!

What are the benefit offerings? For detailed plan information please visit our Benefits Website at Benefits

• Medical – Blue Cross Blue Shield of MN
• Dental – Health Partners
• Basic Life, AD&D, Long-Term Disability
• Voluntarily Life Insurance
• Accident Insurance
• Vision
• Legal Services
• Flexible Spending (medical and dependent care)
• Employee Assistance Program
• Discount programs

Retirement and Medical Savings Options

• Retirement Investment opportunities through MissionSquare Retirement and Minnesota State Retirement System
• PERA Pension
• Health Care Savings Plan (HCSP)

Leave accruals

• Vacation accrues at a rate that equates to 3-weeks per year, with opportunities to accrue more after 10 years of employment
• Opportunities to purchase up to 40 hours of vacation, earn PTO for wellness incentives, convert sick time to vacation, volunteer hours, etc.
• Sick and safe leave will be accrued on a per pay period basis at the rate of one working day each calendar month

If you have additional questions, please contact Human Resources at View email address on click.appcast.io.