Accounts Payable Specialist

City of Santa Fe Springs; Tallahassee (FL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Life insurance

Retirement plan

Paid time off (vacation/sick/personal)

Tuition assistance

Education incentive

Additional benefits

Job summary

City of Santa Fe Springs is seeking an administrative accounting professional to support the agency’s finance operations. The role focuses on processing invoices, travel requests, and per diem, while reconciling vendor and general ledger accounts and ensuring proper documentation for audits.

Strong data entry, time management, and communication skills are essential. The position requires at least two years in accounting or a professional office environment, a HS diploma or GED, and proficiency

Qualifications

• High school diploma or GED required; Bachelor's degree in Finance/Accounting or related field preferred; AND
• At least two years of work experience in an accounting, financial or professional office environment required; AND
• Equivalent combination of education and/or experience sufficient to perform duties; AND
• Proficiency in Microsoft Excel required; SMartsheet preferred; AND
• Experience in general bookkeeping and related financial software preferred.

Responsibilities

• Process accounts payable entries to produce checks/ACH payments and employee reimbursements accurately and on a timely basis.
• Process training and travel requests and issue per diem according to policy.
• Audit and process invoices for payment and recommend improvements for an efficient accounts payable process.
• Participates in monthly encumbrance meetings.
• Utilize and maintain the accounts payable Smartsheet to track invoice processing.
• Reconcile monthly ledger accounts and prepare correcting entries.
• Prepare journal entries with supporting documentation for audit.
• Assist in auditing and reconciling vendor accounts, including invoices and statements.
• Update training documentation, policies and travel training as needed.
• Assist in annual audits, accreditation and other finance related functions.

Skills

Data entry

Time management

Computers (basic-intermediate)

Written and oral communication

Inter-personal skills

Customer service

Problem solving

Accounting skills

Education

High school diploma or GED

Bachelor's degree in Finance/Accounting or related field

Tools

Microsoft Excel

Smartsheet

Job description

General Description of Duties

This position performs administrative and accounting work in support of the agency. The majority of duties involve processing invoices and training/travel requests for payment, reconciliation of vendor and general ledger accounts, and scanning related documents into the document archive in compliance with General Orders. This position adheres to the agency core values of honesty and integrity, accountability, teamwork, trust and respect and commitment to excellence. To be successful in this position, the employee must demonstrate competency in data entry and retrieval skills, time management skills, basic to intermediate computer skills, general communication skills (both written and oral), inter-personal skills, customer service skills, problem solving skills and accounting skills.

Essential Duties

• Process accounts payable entries to produce checks/ACH payments and employee reimbursements accurately and on a timely basis.
• Process training and travel requests and issue per diem according to policy.
• Audit and process invoices for payment and recommend improvements for an efficient accounts payable process.
• Participates in monthly encumbrance meetings.
• Utilize and maintain the accounts payable Smartsheet, which is used to track invoice processing.
• Reconcile monthly, assigned general ledger accounts and prepare correcting entries for differences.
• Prepare journal entries as required/directed and inputs accurate data while ensuring all supporting documentation is attached, scanned and kept for audit.
• Assist in auditing and reconciling vendor accounts, including invoices and statements, while verifying details for transactions.
• Updates training documentation, policies and travel training as needed to agency members.
• Assist in annual audits, accreditation and other finance related functions.
• Perform other related duties as assigned by the Manager.
• Ability to work closely with others as a team.
• Ability to effectively communicate both orally and in writing.
• Ability to provide professional customer service skills to both the public and agency members.
• Ability to prepare and present clear, accurate, concise and objective written and oral reports.
• Ability to meet requirements and maintain required licensures and certifications as well as agency required in-service training.
• Ability to adhere to the standards and principles of the agency's core values and professionally represent the agency.
• Ability to report to work timely, consistently and as scheduled.
• Ability to perform all functions of the job classification without posing a direct threat to the health or safety of other individuals in the work place.

Eligibility Criteria

• High school diploma or GED required; Bachelor's degree in Finance/Accounting or related field preferred; AND
• At least two years of work experience in an accounting, financial or professional office environment required; AND
• Equivalent combination of education and/or experience sufficient to successfully perform the essential duties of the job; AND
• Proficiency in Microsoft Excel required; AND
• Proficiency in Smartsheet preferred; AND
• Experience in general bookkeeping and related financial software preferred.

Necessary Special Requirements

• Must be able to lift, push, carry or pull a minimum of 25 pounds independently.

Full-time Benefits Include

• Health insurance with an employer contribution between 77.5% - 87.5%.
• Life insurance equal to 1 X annual salary paid 100% by LCSO.
• Retirement via the Florida Retirement System with a choice of pension or investment plan.
• Paid vacation, sick and personal leaves.
• Tuition Assistance Program for advanced degrees.
• Education incentive for advanced degrees (only sworn positions).
• Other ancillary benefits including but not limited to deferred compensation, dental/vision insurance, cafeteria savings plan, short/long term disability and identity theft protection.