Accounts Payable Specialist

Responsibilities:

• Collection & opening of incoming interoffice & postal mail. Date stamp, identify, research, sort, & send to departments or distribute to appropriate finance team members
• Pre-audit invoices submitted for payment to check for signatures, final payment, vendor number, invoice number, date, department time stamp, amount and payment type
• Prioritize invoices by payment type and date to ensure compliance with the FL Statute
• Verify accountant approval for capital expenses, leases, liabilities and revenue disbursements. Must also ensure expenses for Grants & Contracts have been reviewed for accuracy and approved for payment
• Perform daily data entry of invoices into the financial accounting software system
• Purchasing Card processing, reconciliation and uploading into database for payment
• Perform credit card payments to vendors via telephone and on-line processing, follow up with vendors and ensure cards are clearing from the bank to reconcile the weekly reports & spreadsheet
• Reconcile & audit data entry
• Scanning documents into imaging archive software system for record retention, verify redaction of confidential information while maintaining clean and accurate records
• Balance and process weekly check run to completion, creating, reconciling, posting files to bank and preparing weekly warrant list report for distribution
• Close Purchase Orders with zero balance on quarterly basis and perform roll/close at year end
• Updates and maintain various spreadsheets including but not limited to AP stats
• Facilitate payments to be voided and possibly reissued
• Receive W-9s for vendor maintenance to setup or update within ERP
• Preparation of journal entries & uploads necessary for various transactions, posting or reclasses
• Prep, audit, process manual online check run payments for ACH/Wires/Manual Credit Card payments that need to be recorded
• Pre-1099 audit, preparation, analysis and submission to IRS
• Reconcile year end general ledgers for Accounts Payable, Due to Other Governments and Prepaid accounts
• Prepare invoices to bill various departments or agencies
• Lead the AP team providing support and managing the workflow to meet deadlines
• Create, test and update SOPs
• Facilitate training and current best practices
• Able to file, research and reconcile vendor statements monthly
• Provide customer service to BOCC departments and their vendors via phone and email
• Support various areas of the finance office
• Performs additional duties and provides operational support across the Finance Department and the organization as assigned by the Accounting Managers, Clerk, Chief Operating Officer, or Directors

• Bachelor’s Degree from an accredited four-year college or university in accounting (B.A.) or finance-related field.
• Five (5) years of professional experience and/or training in the area of Accounts Payable.
• Any combinations of education, training, and experience will be considered.
• Knowledge of generally accepted accounting principles (GAAP), Governmental Accounting, Auditing and Financial Reporting (GAAFR), and Government Accounting Standards Board (GASB).

• Minimum of three (3) years of professional experience working for a local, state, or federal government agency in the area of Accounts Payable.
• Minimum of two (2) years in a supervisory capacity supporting a staff of 4 or more finance-related employees.

• Demonstrates excellent customer service and interpersonal skills to establish and maintain cooperative, tactful, and effective working relationships with coworkers, attorneys, external agencies, and the public.
• Communicates clearly and professionally, both in person and by telephone, using appropriate vocabulary and grammar to convey routine and complex information in a respectful and understandable manner.
• Exhibits strong written communication skills to prepare correspondence using correct grammar, punctuation, and formatting appropriate for the intended audience.
• Possesses strong computer proficiency, including use of Microsoft Office applications, database systems, email, PDF documents, internet research tools, and standard computer peripheral equipment.
• Maintains…