Administrative Support III

City of Corpus Christi; Corpus Christi (TX); On-site; USD 29,000 - 32,000; Full time

Job summary

The City of Corpus Christi is seeking an Administrative Support III in the Engineering Services Department to oversee accounts payable, manage payments for over 150 contract vendors, and handle reconciliation of construction estimates totaling over $110 million annually. The role requires researching invoice details and payment history, issuing purchase order requisitions, and supporting audit requests.

Strong knowledge of INFOR is needed as well as the ability to manage multiple tasks with

Qualifications

• AA/AS or 2-year technical certificate required.
• Two years of progressively responsible experience in accounts payable or related field.
• Valid Texas driver’s license or ability to obtain within 90 days.

Responsibilities

• Covers all aspects of Accounts Payable for the Engineering Services Department.
• Processes and reconciles vendor payments using the INFOR accounting system, including contract pay estimates.
• Reconciles vendor statements, research, and correct discrepancies, and monitor project expenditures against contract-established budgets.
• Research current financial systems to answer questions for staff and vendors regarding invoice details or payment history.
• Research and pull payroll documents for audit requests.
• Manages multiple tasks of simple to moderate complexity simultaneously.
• Issues requisitions for purchase orders.
• Purchases using P-Card and process and reconcile procurement documents.
• Supports the Engineering Services front desk, including handling calls and greeting visitors.
• Procures and distribute mail and material deliveries.

Skills

Accounts Payable

Vendor management

INFOR system

Research

Education

AA/AS or 2-year technical certificate

Tools

INFOR accounting system

Job description

Posted 2 weeks ago

US:TX:Corpus Christi | Engineering | Full Time

$ 21.63-0.00 USD

Description

Overview

The Administrative Support III primary role entails comprehensive responsibility for Accounts Payable within the Engineering Services Department. This position manages payment processing for over 150 contract vendors and handles reconciliation and payment for construction contract estimates totaling more than $110 million annually from various funding sources such as CIP, bonds, FMACs, and Operating Departments. Additionally, this role revolves processing invoices for the Engineering Services Department, issuing purchase order requisitions, and conducting detailed research to address complex inquiries from both internal staff and external vendors regarding invoice details and payment history. Administrative Support III involves conducting internal financial audits related to Accounts Payable, necessitating advanced critical thinking skills and a thorough understanding of the INFOR accounting system. The Administrative Support III is a proactive self-starter that is capable of managing multiple tasks and priorities with minimal supervision, while also supporting overall performance and service quality within the department through various other assigned duties.

Responsibilities

• Covers all aspects of Accounts Payable for the Engineering Services Department
• Processes and reconciles vendor payments using the INFOR accounting system, including contract pay estimates
• Reconciles vendor statements, research, and correct discrepancies, and monitor project expenditures against contract-established budgets
• Research current financial systems to answer simple to complex questions for staff and vendors inquiring about invoice details or payment history
• Research and pull payroll documents for audit requests
• Manages multiple tasks of simple to moderate complexity simultaneously
• Issues requisitions for purchase orders
• Purchases using P-Card and process and reconcile procurement documents
• Supports the Engineering Services front desk, including but not limited to administering all incoming calls, scribing and retrieving messages, greeting external customers and city employees
• Procures and distribute mail and material deliveries

Position Type and Typical Hours of Work

• Flexibility to work evenings, weekends, and holidays is a schedule requirement
• In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

Minimum Qualifications

• Associate’s Degree (AA/AS) or 2-year Technical Certificate
• Two (2) Years of Experience – Progressively responsible experience

Certifications, Licenses or other requirements

• A valid driver’s license is required; successful out-of-state candidates must be able to obtain a valid Texas driver’s license within 90 days of hire
• Proof of Automobile Liability Insurance

Employment is contingent on passing any post-offer pre-employment screening as listed below:

• Criminal Background Check: Yes
• Physical Exam: Yes
• FBI Background Check: No
• Police Background Check: No
• Clearing House Query (CDL): No

Basis of Rating

A recruitment consultant will evaluate all applications against the posted qualifications. The city may also conduct additional skill assessment tests, in addition to the panel interview

Supplemental Information

• Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position with the City of Corpus Christi

The City of Corpus Christi is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.