Accounts Payable Clerk/Administrative Assistant - Finance

Strategic Government Resources, Inc.; Punta Gorda (FL); On-site; USD 32,000 - 50,000; Full time

Job summary

The City of Punta Gorda seeks an Administrative Assistant with a focus on accounts payable to support staff and the Director of the department. The role requires handling clerical tasks, managing mail, scheduling, and document preparation using Word, Excel, and PowerPoint.

Ideal candidates will have strong English grammar, excellent Office skills, and the ability to work under pressure in a fast-paced office environment. Notary certification is a plus but not required.

Qualifications

• High school diploma or GED required.
• Two years accounts payable experience or related bookkeeping or accounting coursework.
• Three years clerical experience in a fast-paced office.
• Notary Public certification desirable but not required.

Responsibilities

• Assist staff and Director with administrative tasks.
• Handle accounts payable duties including reconciling, posting, and balancing.
• Answer routine inquiries by phone or refer to staff.
• Greet visitors and manage mail and records.
• Prepare documents using Word, Excel, PowerPoint; import graphs.
• Maintain calendars and schedule meetings.
• Transports confidential materials as needed.
• Provide clerical support as needed.
• Other duties as assigned.

Skills

Accounts payable processes

Microsoft Office

Typing 50 wpm

Written and verbal communication

Customer service

Organization / multitasking

Education

High school diploma or GED

Two years accounts payable experience or bookkeeping coursework

Three years clerical experience

Notary Public (desirable)

Tools

Word

Excel

PowerPoint

10-key calculator

Copier / Fax

Job description

This position has the duties of an administrative assistant in addition to a focus on accounts payable.

Position Summary

A skilled clerical position responsible for providing administrative assistance to the staff and Director of a department and assistance to members of the public

Essential Functions and Duties

include the following. Other duties may be assigned as dictated by operational necessity.

• Responsible for specifically designated aspects of accounts payable function including reconciling, posting, balancing; at certain times, may be assigned all accounts payable duties under the supervision of accountant.
• Receives incoming telephone calls, provides answers to routine inquiries and/or refers them to other personnel.
• Screens and greets visitors to an administrative office.
• Assists in providing routine information to other departments and the public.
• Opens, sorts, and delivers mail.
• Creates a variety of documents from handwritten drafts using Microsoft Word, Excel, and PowerPoint, including importing graphs and spreadsheets.
• Proofreads typed materials for accuracy and correct punctuation, spelling, grammar, and legal citation (if necessary).
• Maintains conference room calendar, arranges meetings and conferences as requested.
• Maintains records and files.
• Transports confidential materials when necessary, from location to location.
• Maintains the copy room and equipment, and orders supplies.
• Assists in preparing large mailings as necessary.
• Provides clerical and procedural support as needed.
• Other duties as assigned.

Minimum Qualifications

To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily.The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and, certificates or licenses required in order to fill the position.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. In lieu of certain requirements listed below, Employee may accrue or acquire certain specified time in service, specialized skills, and/or certifications, thereby qualifying for this position through the City’s career progression policy.

Knowledge / Skills / Abilities

• Working knowledge of the proper construction of English grammar and syntax.
• Working knowledge of accounts payable functions, including reconciling, posting, and balancing.
• Excellent knowledge of Microsoft Office applications.
• Working knowledge of various office equipment, including personal computer, copier, fax machine, 10-key calculator, multi-line telephone, etc.
• Knowledge of standard customer relations practices, including answering telephone calls, answering questions, etc.
• Skill in accurately recording accounts payable transactions.
• Highly skilled in formatting Word documents, Excel spreadsheets, and PowerPoint presentations, including importing spreadsheets and graphs from Excel into other documents and presentations.
• Skill in drafting and proof-reading business correspondence and making appropriate corrections.
• Skill in the operation of various office equipment.Must be able to type 50 words per minute on an office personal computer with minimal errors.
• Ability to resolve issues related to accounts payable invoices and other transactions.
• Ability to articulate clearly both verbally and in writing in a professional manner.
• Ability to prioritize and arrange schedules.
• Ability to exercise sound judgment with average supervision and oversight.
• Ability to interact effectively with various departments and divisions, and outside vendors or customers.
• Ability to perform many jobs at one time.
• Ability to work under stressful situations and keep calm in difficult situations.

Education, Experience, Licenses and Certifications

• Graduation from high school, or a GED from a properly accredited institution of learning.
• Two years’ accounts payable experience, bookkeeping experience or accounting classes preferred, but not required.
• Three (3) years clerical experience in a reasonably fast-paced office environment.
• Any combination of education and experience which provides the requisite technical skills.
• Notary Public or the ability to acquire a Notary Public's certification desirable but not required.

Supervisory Responsibilities

• None

Disclaimers

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Individuals who cannot perform some of the requirements because they pose health or safety risks to themselves or other employees may be excluded from this position.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by this supervisor.

Requirements are representative of minimum levels of knowledge, skills and/or abilities or aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise.

Emergency Response Statement

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

It is the policy of the City of Punta Gorda to recognize and fulfill its commitment to the community in the area of Equal Employment Opportunity. The City will not knowingly permit discrimination in hiring, promotion, or other conditions of employment with regard to race, color, religion, sex, age, or national origin.

Disclaimer: The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, environmental conditions, or qualifications required of employees assigned to this job.