Accounts Payable Specialist

Job Description

Job Description

Position: Accounts Payable Specialist

Reports to: Accounting Manager

Emergency Classification: Essential

FLSA Classification: Non-Exempt

Pay Grade: 106

The Town of Fort Myers Beach is seeking an experienced and detail-oriented Accounts Payable Specialist to join our dedicated Finance team. This position plays a key role in supporting the Town's financial operations by ensuring accurate and timely processing of invoices, payments, and financial records.

This is a unique opportunity to contribute to the financial stewardship of a resilient coastal community. If you have a background in accounts payable, municipal finance, or accounting and are ready to make a difference, we invite you to apply and help support the Town's continued growth and success.

Position Summary

The Accounts Payable Specialist is responsible for the accurate and timely processing of accounts payable transactions, ensuring compliance with established policies, procedures, and financial regulations. This position maintains positive vendor relationships, manages payment schedules, supports financial reporting, and plays a critical role in maintaining the Town's financial obligations.

Responsibilities and Reporting During an Emergency Situation: If assigned, employees in this classification will be required to report and carry out duties as directed for the duration of an emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

EXAMPLES OF ESSENTIAL DUTIES

• Receive, review, and process accounts payable invoices in accordance with established policies and procedures.
• Code invoices accurately to appropriate general ledger accounts and cost centers.
• Match invoices with purchase orders and receiving documentation to ensure complete and accurate records.
• Maintain a schedule for timely payments, ensuring vendor obligations are met.
• Conduct weekly check runs, process payments, and reconcile credit card statements.
• Manage the grant billing process and track reimbursements of grant funds.
• Reconcile operating bank accounts and manage debit entries monthly.
• Maintain electronic filing systems by scanning, naming, and saving documents on the SharePoint Drive.
• Prepare and distribute monthly accounts payable reports to the Accounting Manager.
• Address and resolve discrepancies with invoices, vendors, or departments professionally and in a timely manner.
• Verify and process employee expense reports and reconcile with account balances.
• Facilitate vendor payments, verifying federal ID numbers and reviewing purchase orders for compliance.
• Maintain and update vendor records, including tax information and payment terms.
• Handle vendor inquiries related to payment status and resolve issues as necessary.
• Apply credits upon payment, identify discount opportunities, and manage stop payments or amendments when needed.
• Reconcile the accounts payable sub-ledger to the general ledger monthly.
• Generate reports related to accounts payable, outstanding liabilities, and cash flow projections.
• Maintain accurate, organized, and auditable records of financial transactions.
• Record, verify, and distribute petty cash disbursements.
• Calculate and report sales tax based on paid invoices.
• Assist with internal and external audits by providing necessary documentation and support.
• Ensure compliance with applicable financial regulations and Town policies.
• Collaborate with the Finance Department and Procurement on payment or reconciliation matters.
• Assist with general administrative functions, including filing, records management, and special projects as assigned.
• Performs emergency response tasks and assignments as directed.
• Attend all assigned meetings and events.
• Performs other duties as assigned.

(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 duties as required.)

REQUIREMENTS:

Education, Certification, and Experience:

• High school diploma required; Associate's Degree in Business or Accounting degree preferred.
• Minimum two (2) years related working experience in an accounting, finance, or accounts payable capacity. Municipal government accounting experience preferred.
• Certified Accounts Payable Professional (CAPP) certification preferred.

Knowledge, Skills, and Abilities:

Knowledge:

• Knowledge of accounting principles, accounts payable processes, and financial reporting practices.
• Knowledge of governmental accounting standards and applicable municipal policies (preferred).
• Familiarity with public sector procurement and vendor management procedures.
• Understanding of IRS regulations related to vendor payments, W-9 forms, and 1099 reporting.
• Proficiency in accounting software and Microsoft Office applications, particularly Excel.
• Knowledge of recordkeeping practices and public records compliance requirements.

Skills:

• Skill in accurately reviewing, processing, coding, and reconciling financial transactions.
• Skill in identifying and resolving discrepancies in invoices, payment records, and vendor communications.
• Strong organizational skills to manage multiple tasks, prioritize workloads, and meet deadlines.
• Proficiency in creating spreadsheets, reports, and maintaining organized documentation.
• Skill in written, verbal, electronic, and visual communication for effective internal and external interactions.
• Skill in applying attention to detail and a high level of accuracy to all tasks and financial records.

Abilities:

• Ability to work independently and collaboratively in a team environment.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Ability to establish and maintain effective working relationships with supervisors, co-workers, vendors, and other departments.
• Ability to adapt to frequent deadlines, shifting priorities, and urgent assignments, including during emergency responses.
• Ability to interpret and apply financial policies, procedures, and regulations to daily operations.
• Ability to manage physical tasks associated with filing, scanning, and maintaining financial records.
• Ability to use technology efficiently and learn new financial or accounting software systems as necessary.

Physical Requirements:

• Tasks involve some physical effort in standing, bending, stooping, stretching, walking, or moderate lifting (20 pounds); and standard dexterity in the use of fingers, limbs, or body in the operation of office equipment.
• Tasks may involve extended periods of time working at a desk in front of a computer.

Environmental Requirements:

• Tasks are regularly performed without exposure to adverse environmental conditions unless as directed during an emergency response situation.

Sensory Requirements:

• Task requires sound perception and discrimination.
• Task requires visual perception and discrimination.
• Task requires oral communications ability.

Veteran's Preference

The Town of Fort Myers Beach provides Veterans' Preference in employment for eligible veterans, spouses of veterans, and qualifying family members, in accordance with the Florida Department of Veterans' Affairs guidelines.

How to Claim Veterans' Preference:

1. Notify Human Resources at hr@fmbgov.com to request Veterans' Preference at the time of application.
2. Obtain the Veterans' Preference Form, which will be provided by Human Resources, and indicate your eligibility.
3. Submit the required documentation (e.g., DD-214 form, VA disability letter, or applicable spouse documentation) along with your completed application.

If you require assistance or have questions about this process, please contact Human Resources at (239) 896-4284 or hr@fmbgov.com.

The Town of Fort Myers Beach is an EOE and DFW

Employment at the Town of Fort Myers Beach is contingent upon your successful completion of the following:

1. Pre-employment drug screening, pursuant to the Drug-Free /Alcohol-Free Employment Policy as outlined in the Town's Employee Handbook adopted by Council effective January 2022.

1. General background verification.