Senior Accounts Payable Specialist

Job Summary

The purpose of this position is to lead the daily operations of the accounts payable staff in processing invoices accurately and efficiently. This is accomplished by assisting AP Specialist in normal day-to-day assignments, reconcile daily/weekly/monthly/annual AP reports, and use knowledge and experience to maintain consistency in Accounts Payable procedures. This position will report directly to the A/P Supervisor and generate and present periodic reports as determined necessary to ensure City invoices are paid promptly and accurately

Essential Job Functions

• Troubleshoot escalated discrepancies in procurement process, including but not limited to cost, quality, quantity, and billing of goods and services. This involves researching with the vendor, department and/or IT to ensure vendor payments are accurate and timely.

• Lead AP employees to ensure proper procedures and serve as back-up to Accounts Payable Supervisor.

• Interact with City vendors, departments' buyers, and Purchasing Division to correct recurring issues, update and/or revise current processes and procedures for efficiency, and direct staff in providing training for updates to procedures

• Develop a working knowledge of financial AP system and utilize strategic thinking to solve issues and resolve system error messages to keep process flows moving.

• Run daily, weekly, and monthly reconciliation reports to determine and correct outstanding issues

• Work with Accounts Payable Supervisor periodically to review reports and ensure the accuracy of financial statements.

• Provide assistance and respond to AP questions/concerns to meet business needs

• Enters information into procurement module in financial (Lawson) system to include invoices/purchase orders for payment; responsible for vendor maintenance; makes copies of signed documents; sends documents to accounts payable; posts balance; verifies, reconciles, and corrects financial and accounting records; trains new employees on systems as necessary.

• Processes employee expense reports by checking all expense reports both estimated and actual for accuracy; maintains spreadsheets and ensures timely submission and reconciliation; answers questions from employees regarding concerns with expense reports.

• Monitors credit card use by running monthly statements; matching invoices; verifying notes for credit cards; making account adjustments; obtaining signatures; rerunning statements; making copies of statements and maintaining these statement copies for the accounting department.

• Completes administrative duties by assisting with budget administration support; preparing correspondence to employees and vendors; preparing a variety of reports for managers; maintaining control files and or records management functions to comply with state retention schedules and/or other incidental office records; may handle inventory control for departments; enters data into the computer; performs front desk relief as necessary by answering department calls and directing to appropriate staff.

• Performs departmental specific, project assignment or special duties as related to assigned department/division; creates computer parameters for various system jobs, and solves problems on complex vendor issues.

• All other duties as assigned by a supervisor/manager within your department/division.

• Regular and consistent attendance and punctuality for the assigned work hours is essential.

Minimum Qualifications

• Education: Associates Degree in Business Management, Accounting, or related field.
• Experience: Minimum of two years’ experience in AP, Management, Clerical/Office or related field. (Any combination of education and experience.)
• Licenses: Valid Texas Class C Driver's License.



Closing Date/Time: 1/31/2025 5:00 PM Central

1/31/2025 5:00 PM Central

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• City of Grand Prairie

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