Accounts Payable Specialist

Accounts Payable Specialist

The Accounts Payable Specialist is responsible for a variety of administrative duties in support of South Metro Fire Rescue's Finance bureau in a manner consistent with organizational values. This position will perform a variety of duties related to the preparation, processing, and payment of invoices and expenses for South Metro Fire Rescue.

Essential Duties and Responsibilities (The following statements are illustrative of the duties and responsibilities of the position and do not list every duty that may be required of the employee for this position. The District retains the right to change the duties and responsibilities of the position at any time without notice.)

Customer Service

Serves as a first point of contact for internal and external phone calls and email correspondence for the Finance bureau; provides information and assistance to vendors, employees, supervisors, and managers regarding a variety of Accounts Payable and Accounting functions; answers questions and provides information; resolves or escalates issues to appropriate personnel.

Accounts Payable

Processes a high volume of vendor invoices per week through Dynamics 365 ERP software and manages District's Accounts Payable process including reviewing, verifying, and processing invoice payment in accordance with SMFR policies.

Identifies, reviews, and resolves ERP system rejections and duplicate invoice entries.

Identifies and reconciles discrepancies by working directly with vendors or internal teams to resolve issues.

Inputs and onboards new vendors into ERP software; ensures accuracy and completeness of vendor information.

Reconciles vendor statements and resolves any discrepancies or vendor questions in a timely manner.

Manages the finance email inbox; responds to inquiries, forwards messages to the appropriate personnel, and ensures timely follow up on all communications.

Maintains accurate records of invoices, payments, and vendor information.

Reviews expense reports for p-cards and employee reimbursements; ensures compliance with SMFR policies and verifies supporting documentation.

Provides training and guidance to end users on ERP system processes, including requisition entry, approval workflows, expense report submission, and related procedures.

Supports internal and external audits, as needed.

Ensure compliance with District's finance policies.

Works closely with the Finance team to assist with other Finance functions and special projects as needed.

Performs other related duties, as assigned.

Minimum Qualifications

EDUCATION, EXPERIENCE, LICENSES & CERTIFICATIONS (An equivalent combination of education, training, and experience that demonstrates the ability to perform the duties of the position is qualifying.)

Minimum of a High school Diploma or equivalent GED. Additional training in Accounting, Business Administration, or related field, is preferred. Three (3) years of responsible Accounts Payable experience. Must obtain CPR certification within one (1) year of hire.

NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES

Ability to demonstrate excellent internal and external customer service through follow up and research. Proficient in Microsoft Excel, Word, and Outlook. Experience using a large ERP, such as Dynamics 365, for invoice processing, inquiries, and reporting is required. Ability to quickly learn and adapt to new software. Knowledge of or the ability to learn financial and accounting terms relevant to the position. Strong attention to details and ability to produce work with great accuracy. Strong analytical skills. Ability to manage multiple projects simultaneously, respond to changing priorities, work with frequent interruptions, and adhere to deadlines in stressful situations. Ability to provide clear, concise verbal and written communication to other employees and supervisors. Ability to maintain collaborative relationships with SMFR personnel with the express purpose of aiding and increasing efficiency. Skill in verbal and written communication and the ability to comprehend broad and complicated conceptual ideas or strategies and implement such ideas or strategies. Ability to prepare clear, concise, and accurate reports, correspondence, and other written materials. Ability to work independently and set priorities. Ability to read and follow the District's operating guidelines, regulations, and policies. Ability to interact well with a diverse population with outstanding interpersonal and communication skills. Ability to work with confidential and sensitive information and exercise discretion and judgment on sharing such information. Knowledge of business principles and office practices and procedures including business writing and mathematics, report and correspondence development, records management; and basic bookkeeping. Knowledge of modern office practices and procedures.

SUPERVISION RECEIVED:

Works under the general supervision of the Accounting Manager.

SUPERVISION EXERCISED:

None.

EQUIPMENT AND SYSTEMS Requires frequent use of personal computers, including various software packages, databases and spreadsheet programs, telephones, mobile computers, copy machines, cameras, and other general office equipment.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly in a sedentary position. The employee may also be required to perform climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Requires nimbleness of hands for typing and writing. May be required to lift up to 25 pounds.

WORK ENVIRONMENT AND GENERAL INFORMATION While performing the duties of this job, the employee primarily works in a climate-controlled office environment. The noise level in the work environment is usually moderate.

BENEFITS

South Metro Fire Rescue's compensation philosophy is designed to attract and retain highly skilled and motivated employees. In turn, SMFR's compensation is more than base pay. All regular full-time SMFR employees enjoy a total compensation package including base wages, leave accruals, medical, dental, vision and life insurance employer-paid premiums, Retiree Health Savings, Death & Disability, and employer-paid pension contributions as well as positive work culture including a robust Fitness, Wellness and Rehabilitation Program, educational opportunities and support, job security and other positive non-monetary values which are intended to collectively position SMFR as an employer of choice in its geographic area. SMFR recognizes that being an employer of choice has different meanings to different people depending on what elements a person highly values. Overall, SMFR's goal is to be a great place to work.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.