Accounts Payable Specialist / Executive Assistant
Location: Gainesville, Florida (Full-time, in-office)
Reports To: Senior Finance and HR Manager
Under the supervision of the Senior Finance and HR Manager, the Accounts Payable Specialist / Executive Assistant provides critical support services to the Alachua County Housing Authority in the areas of financial accounting and essential administrative tasks. This is a unique role that blends critical accounts payable functions with executive administrative support. We are looking for a detail-oriented professional with a strong work ethic, ability to multitask and adapt to high pressure situations, a positive team attitude, and a commitment to maintaining absolute confidentiality.
Accounts Payable & Contract Management Duties
- Validate invoices against purchase orders or contracts for payment processing.
- Resolve discrepancies accordingly with vendor or internal business partners.
- Input vendor invoices in different general ledger software and prepare for payment.
- Compile checks and invoices for signature and prepare for mailing.
- Pay invoices via numerous bank accounts and payment methods.
- Upload various files to banks for fraud protection and payment processing.
- Maintain organized files for review and periodic audits.
- Monitor active contract terms, track end dates, and ensure the agency remains compliant and within contract parameters.
- Proactively notify the procurement team of upcoming contract expirations to ensure timely processing of new procurements.
- Regularly update and monitor various internal tracking spreadsheets to ensure all active data remains current, organized, and accessible.
Executive Assistant & Admin Duties
- Assist with preparing and organizing agendas, materials, food and beverages, and digital packets for the Executive Director ahead of director, staff, and board meetings.
- Actively manage and coordinate calendars, prioritize meetings, and handle operational appointments.
- Schedules meetings, workshops, and other work sessions
- Assists in the development of short- and long-range plans; gathers, interprets, and prepares data for studies, reports and recommendations; coordinates activities with other agency departments and outside agencies as needed
- Research and book travel arrangements, lodging, and coordinate detailed itineraries for leadership and staff trainings.
- Serve as a certified Notary Public for agency documents, contracts, or program verifications.
- Handle phone calls, screen inquiries, process mail, and maintain an organized office archive system.
- Creates and maintains filing systems
- Coordinates special events as directed; coordinates with outside vendors to arrange for rooms or other facilities, equipment, and catering; prepares and sends invitations; and ensures events are well planned and executed
- Maintain and stay up to date with three email addresses.
- Identify and/or troubleshoot hardware and software to create or maintain efficient and effective day to day operations.
- Perform other duties as assigned to support the agency's daily operations and team objectives.
Requirements & Qualifications
- Associates Degree.
- 2 to 5 years of accounts payable experience.
- 2+ years of experience as an administrative assistant, office assistant, or executive assistant.
- Must be highly organized and extremely detail-oriented.
- Must possess an active Florida Notary Public commission or have the ability to obtain one shortly after hire.
- Proficiency in Microsoft Office Suite with advanced knowledge of Microsoft Excel.
- Professional appearance and attitude.
- Ability to follow complex instructions and communicate effectively both orally and in writing.
- Ability to multitask and adapt and perform under high pressure situations.
Preferred Qualifications
- Knowledge of generally accepted accounting principles (GAAP).
- Ability to learn specific customized computer software used by ACHA.
Pay: $22.00 - $25.00 per hour
Benefits:
- Dental insurance
- Disability insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
