Customer Service Representative

City of Maypearl; Texas; Hybrid; USD 42,000 - 62,000; Full time

Job summary

The City of Maypearl is seeking a dedicated accounts payable professional to manage daily AP operations, ensure compliance with city policies, and maintain accurate financial records.

Responsibilities include processing invoices, verifying PO approvals, preparing payments, reconciling accounts, and maintaining vendor data. Backup support for utility billing and municipal court may be required; strong attention to detail and confidentiality are essential.

Qualifications

• High school diploma or GED required.
• Two years of accounts payable or related experience preferred.
• Proficiency with Word, Excel, Outlook, PowerPoint and internet apps.
• Experience with Tyler Technologies ERP Pro 10 (Incode) preferred.

Responsibilities

• Manage daily accounts payable process.
• Review, code, enter and route vendor invoices.
• Prepare check runs and electronic payments.
• Maintain vendor records and 1099 information.
• Provide backup for utility billing and municipal court as needed.
• Balance accounts payable reports and assist with month-end.

Skills

Accounts payable

Customer service

Data entry

Cash handling

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Tyler Incode ERP

Job description

SUMMARY

The primary function of this position is to manage the City's accounts payable operations. Responsibilities include reviewing and processing invoices, verifying purchase orders and approvals, maintaining vendor records, preparing payments, reconciling accounts, and maintaining accurate financial records. The position also provides backup support for utility billing and municipal court operations as needed. This position does not supervise employees.

ESSENTIAL FUNCTIONS

• Manage the City's day-to-day accounts payable process in accordance with purchasing requirements, approval procedures, internal controls, and City policy.
• Receive, review, code, enter, and route vendor invoices for approval; verify purchase orders, quotes, contracts, receiving documentation, account numbers, pricing, quantities, tax-exempt status, and mathematical accuracy.
• Confirm that required approvals and supporting documents are complete and that expenses are charged to the correct fund and account before scheduling payment.
• Maintain accurate vendor records, including contact information, payment terms, W-9 forms, tax-identification information, and authorized changes.
• Prepare check runs, check registers, electronic payments, and supporting documentation for review and approval; distribute authorized payments and retain remittance records.
• Monitor invoice due dates and payment terms to support timely payments and avoid late fees, duplicate payments, or service interruptions.
• Research invoice discrepancies, duplicate charges, missing documentation, credit memos, payment‑status questions, and vendor issues; reconcile vendor statements, outstanding invoices, and accounts payable reports.
• Process approved payment corrections, voids, stop‑payment requests, refunds, and reissued checks in accordance with established procedures.
• Maintain complete accounts payable records and assist with month‑end and fiscal year‑end processing, audit requests, expenditure reports, vendor updates, and required Form 1099 information.
• Protect confidential banking, vendor, employee, tax‑identification, and other sensitive financial information.
• Provide backup support for utility billing, including receiving payments, responding to routine account questions, processing approved account changes, entering billing information, and maintaining related records.
• Provide backup support for municipal court and permit operations, including receiving payments, assisting customers with routine questions, processing authorized documents, and referring legal or case‑specific questions to the court clerk or Court Administrator.
• Receive, post, and process utility, court, permit, and other City payments when providing backup coverage; balance assigned receipts and prepare accurate deposit documentation.
• Represent the City professionally and provide courteous, timely service in person, by telephone, and in writing.
• Prepare forms, permits, reports, correspondence, and records; research files and respond to routine information requests.
• Collect and sort mail and night‑drop items; scan, file, retain, and dispose of records in accordance with City policy and applicable records‑retention requirements.
• Follow City policies, work instructions, internal controls, safety procedures, and applicable federal, state, and local laws.
• Maintain an organized work area; promptly report errors, safety concerns, and operational problems to the supervisor.
• Perform other job‑related duties as assigned.

MINIMUM QUALIFICATIONS

• At least 18 years of age.
• High school diploma or GED.
• Two years of accounts payable operations, customer service, cashiering, billing, or closely related experience preferred; municipal experience preferred.
• Valid Texas driver's license and an acceptable driving record when driving is required for assigned duties.
• Proficiency with standard office equipment and Microsoft Word, Excel, Outlook, PowerPoint, and internet‑based applications.
• Experience with Tyler Technologies ERP Pro 10 (Incode) preferred.
• Ability to work the City's regular business hours, generally 8:00 a.m. to 5:00 p.m., Monday through Friday, and occasional evenings or weekends as required.
• Must successfully complete any job‑related pre‑employment screening required by City policy and permitted by applicable law, including a background check and drug screening.
• Must be legally authorized to work in the United States.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of modern office practices, customer service, conflict resolution, cash handling, data entry, filing, financial recordkeeping, and basic utility billing.
• Working knowledge of municipal government operations and applicable federal, state, and local laws, including public‑information and records‑retention requirements relevant to assigned duties.
• Ability to communicate clearly and professionally in English, verbally and in writing, including during difficult or high‑stress interactions.
• Ability to perform basic arithmetic, balance a cash drawer, prepare accurate reports, and maintain complete and organized records.
• Ability to learn, interpret, and consistently apply City ordinances, policies, procedures, fee schedules, and software systems.
• Ability to manage multiple priorities, meet deadlines, work with minimal supervision, and adapt as assignments change.
• Ability to exercise sound judgment, maintain confidentiality, accept responsibility for assigned work, and work cooperatively with employees and the public.
• Regular and punctual attendance.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described below are representative of those required to perform the essential functions of this position. Reasonable accommodations may be made to enable a qualified individual with a disability to perform the essential functions, unless doing so would create an undue hardship or direct threat as defined by law.

• Work is primarily performed in a standard office environment with frequent public contact and routine use of computers, telephones, printers, scanners, and other office equipment.
• Duties regularly require sitting, speaking, hearing, seeing, reading, typing, and using hands and fingers for data entry and operation of office equipment.
• Duties may require standing, walking, bending, reaching, twisting, kneeling, pushing, pulling, and moving files, supplies, or equipment.
• May occasionally lift or carry items weighing up to 65 pounds; assistance or appropriate equipment should be used when needed.
• Work may involve interruptions, competing deadlines, emotionally charged interactions, and exposure to confidential or sensitive information.