Accounts Payable Specialist na City of Petersburg, VA

About the Department

General Description

The purpose of this class within the organization is to perform a range of general clerical and accounting functions. This class works under close supervision according to set procedures.

Position Duties

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job as necessary.

Essential Functions:

Compile and analyze payment documentation for accuracy and completeness. 

Researching vendor accounts to prevent duplicate invoice payments.

Process invoices using the financial system while ensuring timely payment and compliance with laws, policies, and general ledger requirements.

Balance and audit invoice batches to verify that amounts are correct and properly supported.

Prepare, issue, and distribute payments by check or electronic transfer.

Responsible for requesting voids and stop payments, as well as the reissuance of vendor payments.

Receive and route invoices and account statements to respective departments for approval.

Provide support to departments regarding the accounts payable process. 

Verify the accuracy of general ledger account codes to ensure proper budget posting.

Review and process W-9’s and 1099 tax forms.

Maintain accurate vendor files and W-9 tax documents, which include purging records and files in accordance with document retention schedules.

Communicate professionally with vendors and departments to address invoice inquiries, discrepancies, and payment details.

Manage the City’s vendor accounts by establishing and maintaining relationships with new and existing vendors.

Provide supporting documentation for internal and external audits.

Work with management and team on continuous process improvement.

Additional Duties:

Assists with general office duties, answering incoming calls from departments, citizens and vendors.

Performs administrative and financial duties and related work as assigned.

Responsibilities, Requirements and Impacts

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation.  Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Computes or performs arithmetic operations using data or information.

People Responsibility

People include co-workers, workers in other areas or agencies and the general public.

Counsels or instructs/trains others through explanation, demonstration and supervised practice or make recommendations based on technical expertise.

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires some responsibility for achieving minor economies and/or preventing minor losses through the handling of or accounting for materials, supplies or small amounts of money.

Mathematical Requirements:

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication and division and/or calculates ratios, rates and percent.

Communications Requirements:

Communication involves the ability to read, write, and speak.

Reads technical instructions, procedures manuals and charts to solve practical problems, such as assembly instruction for tools, routine office equipment operating instructions, and methods and procedures for investigations and in drawing and layout work; composes routine reports and specialized reports, forms, and business letters, with proper format; speaks compound sentences using normal grammar and word form.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for long range goals, planning and methodologies.  Decision-making is focus of the job, affecting entire organization and surrounding population; works in an unstable environment with frequent and significant changes in conditions.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs semi-skilled work involving set procedures and rules, but with frequent problems; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is moderately serious – affects work unit and may affect other units or citizens.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves sitting most of the time, but may involve walking or standing for brief periods of time; requires little or no dexterity.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses machines, equipment or work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

Safety of Others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public. 

Minimum Qualifications

Minimum Education and Experience Requirements:

Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one year of college in government accounting and bookkeeping.
 
 Requires two years of work experience in accounting and bookkeeping.

Solid understanding of basic accounting and accounts payable principles.

Proficiency with MS Office, data entry and internet usage.

Capable of handling sensitive and confidential information. 
 
 An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the position.

Special Certifications and Licenses:

Preferred Qualifications: Familiarity with Bright Municipal Accounting Software.