Accounts Payable Specialist

Job Description

Job Title:

Accounts Payable Specialist (Clerical Tech V)

Salary: $31.89 - $41.35 hourly (DOQ)

Location:

City Hall, City of Eagan

Job Type: Full-Time, Non-Exempt, Benefit Eligible, Union

Job Number:

Department:
Finance

Division:
Finance

Opening Date: 06/01/2026

Closing Date: 06/14/2026 11:59 PM Central

• Coordinates the payment of all City bills.
• Processes all bills received via US Mail, email, fax or interoffice mail for distribution to budget managers for approval and coding.
• Pursues appropriate documentation to ensure proper protocol for payment is obtained.
• Reviews all invoices for proper general ledger coding and levels of approval.
• Manages the payment for invoices meeting adequate documentation and authorization for payment.
• Manages credit accounts the City holds with various businesses such as Sam’s Club, Home Depot, Menards, NAPA Auto Parts, ACME Tools, etc.
• Maintains listing of employees authorized to obtain goods on credit from the various businesses, ensuring employees are properly added and/or removed timely.
• Reconciles individual receipts with monthly statements to ensure accurate billing.
• Distributes City VISA card bills to approximately 40 cardholders on a monthly basis.
• Reviews and reconciles each cardholder statement to ensure all purchases are captured.
• Creates and maintains accounts payable data using JD Edwards and Tungsten software platforms to process and record payments made to the City’s vendors.
• Manages and processes vendor payments – both electronically and by issuing checks with proper signatures.
• Maintains all accounts payable records using document imaging to categorize and catalog City related billing information, storing upwards of 10,000 checks per year.
• Manages the electronic storage of all accounts payable records in accordance with the Data Practices Act establishing security parameters with specific storage and folder structure to ensure data is easily accessible to authorized personnel.
• Serves as a key stakeholder in implementation of future data retention and storage systems and coordinates conversion of data from the existing system to a new system.
• Prepares weekly check register for review by the Assistant Finance Director and approval by the City Council.
• Creates and uploads weekly ‘positive pay file’ to the City’s bank following each check run to support fraud prevention policies governed by the bank.
• Produces ‘Accounts Payable Proof and Posting Report’ to ensure expenses are entered and recorded to the General Ledger.
• Provides reclassification reports upon request from accounting staff or authorized department representative detailing subsequent changes made to the expense codes on paid invoices.
• Ensures vendors are charging the proper sales tax based on purchases being made.
• Resolves any accounts payable issues regarding City invoices.
• Coordinates with City staff and vendors to ensure payments are made in a timely fashion.
• Prepares daily bank deposit and verifies its accuracy in order to resolve any discrepancies with the appropriate cash receipt specialist.
• Coordinates with the payroll department to ensure payments related to biweekly payroll (PERA, union dues, life insurance, and wage garnishments).
• Coordinates with the police department to ensure timely payments for bail collected.
• Processes and provides completed W9 forms to customers and vendors.
• Prepares requests for credit applications with new and existing vendors for the Assistant Finance Director to review and provide signature authorization.
• Assists with bank reconciliation and unclaimed property reduction through the review of outstanding check report; research and reissue checks that have not been cashed.
• Assists with budget or expense related questions by generating reports from the accounts payable or general ledger platforms to ensure the proper coding of expenses.
• Independently arranges for time-sensitive duties to be completed if absent.
• Maintains the integrity of generally accepted accounting principles as it relates to accounts payable best practices.
• Communicates identified best practices to non-accounting stakeholders and customers.
• Reviews and processes cell phone bills…