Accounts Payable Clerk

City of Florida City; Florida City (FL); On-site; USD 38,000 - 46,000; Full time

Job summary

The City of Florida City is seeking an Accounts Payable Clerk to perform accounting and administrative duties related to processing invoices, payments, and supporting documentation. You will review contracts, purchase orders, and funding availability to ensure accuracy and proper approvals, while maintaining audit-ready records.

Under the guidance of the Director and Assistant Director of Financial Services, you will reconcile accounts, prepare journal entries, assist with payroll-related tasks,

Qualifications

• High school diploma or GED; government accounting experience preferred.
• Proficiency in Excel and Office applications for spreadsheets and reports.
• Ability to enter, review, reconcile, and maintain financial data accurately.
• Strong attention to detail and ability to meet deadlines.
• Ability to maintain confidentiality and provide professional customer service.

Responsibilities

• Reviews, audits, and processes invoices, payments, and related transactions for accuracy and approvals.
• Reconciles vendor and general ledger accounts; prepares journal entries and supporting docs.
• Monitors expenditures, assists with budget transfers, and year-end activities.
• Assists with payroll-related records and adjustments as assigned.
• Responds to vendor and department inquiries and researches discrepancies.
• Maintains complete, audit-ready financial records and documents.

Skills

Attention to detail

Communication skills

Time management

Confidentiality

Education

High school diploma or GED

Tools

Microsoft Excel

Microsoft Office

Job description

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 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.

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 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.

Preferred Qualifications

• 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).

Required Certifications/Licenses

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