Accounts Payable Clerk​/Administrative Assistant - Finance

This position has the duties of an administrative assistant in addition to a focus on accounts payable.

A skilled clerical position responsible for providing administrative assistance to the staff and Director of a department and assistance to members of the public

include the following. Other duties may be assigned as dictated by operational necessity.

• Responsible for specifically designated aspects of accounts payable function including reconciling, posting, balancing; at certain times, may be assigned all accounts payable duties under the supervision of accountant.
• Receives incoming telephone calls, provides answers to routine inquiries and/or refers them to other personnel.
• Screens and greets visitors to an administrative office.
• Assists in providing routine information to other departments and the public.
• Opens, sorts, and delivers mail.
• Creates a variety of documents from handwritten drafts using Microsoft Word, Excel, and PowerPoint, including importing graphs and spreadsheets.
• Proofreads typed materials for accuracy and correct punctuation, spelling, grammar, and legal citation (if necessary).
• Maintains conference room calendar, arranges meetings and conferences as requested.
• Maintains records and files.
• Transports confidential materials when necessary, from location to location.
• Maintains the copy room and equipment, and orders supplies.
• Assists in preparing large mailings as necessary.
• Provides clerical and procedural support as needed.
• Other duties as assigned.

To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily.

The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and, certificates or licenses required in order to fill the position.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. In lieu of certain requirements listed below, Employee may accrue or acquire certain specified time in service, specialized skills, and/or certifications, thereby qualifying for this position through the City’s career progression policy.

• Working knowledge of the proper construction of English grammar and syntax.
• Working knowledge of accounts payable functions, including reconciling, posting, and balancing.
• Excellent knowledge of Microsoft Office applications.
• Working knowledge of various office equipment, including personal computer, copier, fax machine, 10-key calculator, multi-line telephone, etc.
• Knowledge of standard customer relations practices, including answering telephone calls, answering questions, etc.
• Skill in accurately recording accounts payable transactions.
• Highly skilled in formatting Word documents, Excel spreadsheets, and PowerPoint presentations, including importing spreadsheets and graphs from Excel into other documents and presentations.
• Skill in drafting and proof-reading business correspondence and making appropriate corrections.
• Skill in the operation of various office equipment.
  
  Must be able to type 50 words per minute on an office personal computer with minimal errors.
• Ability to resolve issues related to accounts payable invoices and other transactions.
• Ability to articulate clearly both verbally and in writing in a professional manner.
• Ability to prioritize and arrange schedules.
• Ability to exercise sound judgment with average supervision and oversight.
• Ability to interact effectively with various departments and divisions, and outside vendors or customers.
• Ability to perform many jobs at one time.
• Ability to work under stressful situations and keep calm in difficult situations.