The City of Gulf Breeze
is currently accepting applications for the position of:
ACCOUNTS SPECIALIST II – ACCOUNTS PAYABLE
This is a full-time position, non-exempt, administrative position. Workload requires a minimum of 40 hours per week, and may vary as needed.
GENERAL DESCRIPTION:
Advanced level bookkeeping work which includes preparing and processing accounts payable invoices, paying vendors, and balancing various accounting records. Work is performed under the general supervision of the Assistant Finance Director and Finance Director.
ROLES/RESPONSIBILITIES:
This position will hold several different roles to accurately perform the financial duties of the Finance Department, while maintaining internal controls:
· Inputs, edits, corrects, updates, files and reconciles accounts payable transactions and other related financial transactions.
· Enters all invoices for payment on behalf of the City to ensure proper coding, budgetary compliance, approval, and accurate payment processing. Prepares check disbursements, matches remittance to checks and mails payments to vendors.
· Creates and verifies positive pay file after every check run and submits file to the bank.
· Reconciles vendor statements to ensure outstanding balances on accounts are satisfied.
· Corresponds verbally and in writing to ensure matters are resolved. Works with all departments to ensure proper documentation is received to maintain established policies and procedures.
· Sets up and maintains vendor files, ensuring proper documentation is received, in particular to determine 1099 status.
· Enters purchase orders confirming coding and documentation. Creates change orders in the system as needed. Maintains the purchase orders.
· Files all reports associated with Accounts Payable on a monthly/quarterly/annual basis, including but not limited to, updating the detailed Employee Chart for temporary employees, filing the annual Unclaimed Property Report with the state, creating and filing 1099s with vendors and the IRS, and other various reports as assigned by the Assistant Finance Director and/or Finance Director to ensure compliance with City, County, State and Federal reporting requirements.
· Analyzes fiscal records to ensure proper coding in accordance with approved budget and monitors financial statements related to budget overages.
· Types, files, and scans documents; monitors departmental records for records retention and records destruction.
· Assists Assistant Finance Director and Director of Finance with various data entry functions within the City’s accounting system.
· Other duties to support the Finance Department as assigned by Assistant Finance Director and/or Finance Director.
(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required.)
MINIMUM QUALIFICATIONS:
Knowledge, Abilities, & Skills:
· Proven proficiency of bookkeeping and/or accounting principles and practices.
· Proficiency with Microsoft Excel.
· Knowledge of City and finance department rules, regulations, policies and procedures.
· Knowledge of office procedures and practices.
· Ability to access, input and retrieve information from a computer.
· Ability to type.
· Skill in using calculator, PC, copier, and printer.
· Ability to communicate effectively, both orally and in writing.
· Ability to establish and maintain effective working relationships with associates and the general public.
Education and Experience:
· High school graduation or possession of an acceptable equivalency, and
· Associate Degree or higher in accounting, or similar degree preferred, and
· 3-5 years of experience in bookkeeping/accounts payable/accounting
(A comparable amount of training, education or experience can be substituted for the minimum qualifications).
Licenses, Certifications, or Registrations:
· None required.
ESSENTIAL PHYSICAL SKILLS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms.
· Acceptable eyesight (with or without correction).
· Acceptable hearing (with or without hearing aid).
· Ability to communicate orally.
· Ability to access file cabinet for filing and retrieval of data.
· Ability to sit at a desk and view a display screen for extended periods of time.
ENVIRONMENTAL CONDITIONS:
Reasonable accommodations will be made for otherwise qualified individuals with a disability.
· Works inside in a busy office environment. Majority of work is performed in a moderately noisy work environment, with constant interruptions.
· Frequently subjected to the demands of other individuals and the volume and /or rapidity with which tasks must be accomplished.
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job and is not intended to be an exhaustive list of all responsibilities and duties required. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of employer and requirement of the job change.
Job Type: Full-time
Pay: $20.41 - $31.23 per hour
Education:
Experience:
- Bookkeeping: 3 years (Preferred)
- Microsoft Office: 3 years (Required)
- Office: 3 years (Required)
- Accounts payable: 3 years (Required)
Work Location: In person
