AP Specialist - Vendor Maintenance

Position Description

Join Our Team as an AP Specialist - Vendor Maintenance!

As an Accounts Payable Specialist, you will play an integral role in maintaining the integrity, compliance, timeliness, and accuracy of vendor data in the County that works with thousands of vendors throughout the year. This role demands flexibility to multi-task, problem-solving skills, a commitment to accuracy under pressure, and an ability to maintain professionalism in challenging situations.

The Accounts Payable department processes 1,500-2,000 claims daily - over 30,000 payments monthly, requiring an AP Specialist who values accuracy, efficiency, and exceptional customer service. While not a processor, this role makes hundreds of vendor updates monthly.

Key Responsibilities:

* Serving as the general first point of contact when vendors seek to modify their profile. (such as bank account information, address, name changes etc.)

* Ensuring all necessary documentation (e.g., valid W-9, proper banking information, voided checks) is made available to Purchasing for all new vendors being set up.

* Returning problematic documentation to vendors and assisting them with completion by pointing out deficiencies.

* Conducting a monthly review of all new and modified vendor profiles to ensure proper documentation is on file and the vendors information is accurate with regards to remittance address, reporting status, etc.

* Performing calendar yearend tasks related to vendor maintenance in preparation for 1099 reporting, including the bulk e-Serve verification of all active vendors.

* Escalating critical issues surrounding vendor set ups/changes to management when solutions are not easily reached.

Harris County is an Equal Opportunity Employer

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This position is subject to a criminal history check. Only relevant convictions will be considered and, even when considered, may not automatically disqualify the candidate.

Requirements

Essential Requirement:

To be considered for this role, you'll need:

* A high school diploma or equivalent.

* One to three (1-3) years of experience in vendor/supplier management, purchasing, or a high-volume accounts payable invoicing environment.

* Thorough understanding of the full cycle AP process and 1099 payment reporting requirement.

* Proficiency in Microsoft Office, particularly Microsoft Excel.

Ideal Attributes

Beyond the essentials, we're looking for someone who is:

* Accuracy and Attention to Detail:
It's crucial for maintaining the integrity, compliance, timeliness, and validity of vendor data.

* Strong Communication

Skills:

Excellent verbal, listening, and written communication skills are required. The role involves being a primary point of contact for vendor data with diverse stakeholders, including external and internal business partners.

* Organizational

Skills:

The ability to plan and organize multiple tasks simultaneously is needed. This is important for managing a complex workload with many moving parts.

* Problem-Solving & Analytical

Skills:

Above-average problem-solving, critical thinking, and analytical skills are beneficial.

* Technical Proficiency:

Experience with People Soft or similar ERP systems is a significant plus.

* Customer Service Focus: A commitment to customer service is essential. This involves interacting with current and future vendors, responding to inquiries, assisting with documentation, and ensuring their accounts are set up correctly so they are eligible to receive payments.

* Adaptability and Flexibility:
The best candidates are adaptable and flexible with the office environment, work schedule, and assignments. They should be willing to work independently and as part of a team.

* Reliability and Consistency:
Being consistent and reliable is a key characteristic of successful individuals in this role. Regular and predictable attendance is required.

NOTE:

Qualifying education, experience, knowledge, and skills must be documented on your job application. You may attach a resume to the application as supporting documentation but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.

General Information

Harris County, the third most populous county in the nation, provides an array of critical services to its community, including public health initiatives, disaster recovery efforts, toll road management, flood mitigation, and justice administration. The Harris County Auditor's Office plays an essential role in supporting these services by overseeing the financial operations of over 90 departments. Under the leadership of the County Auditor, the office includes the Accounting and Internal Audit divisions, ensuring integrity and efficiency in the county's fiscal management.

Ready to ignite your potential? Join our dynamic team as an AP Specialist - Vendor Maintenance and become an essential part of…