Accounts Payable (AP) Specialist

The Accounts Payable (AP) Specialist is primarily responsible for performing accounts payable and other clerical, technical, and administrative support functions. The position acts as a liaison between the City and stakeholders to respond to questions and provide information on the Upper Valley Park & Recreation Service Area (PRSA) Board and Board initiatives. Responsible for ordering city office supplies, processing accounts payable, receivables, contract billing, and related excise tax and 1099 reporting for the City, as well as seasonal support to the pool operations for cash reconciliations and purchasing. Assist with front desk, reception, and customer service duties. This position is located within City Hall (700 US Hwy 2) and reports directly to the Finance Director. City Hall’s normal hours of operation are weekdays from 9:00 AM to 4:00 PM. 

Essential Job Functions
Among the varied range of responsibilities held within this role, the AP Specialist will: 
 Clerk PRSA meetings and assist the PRSA Board with administrative needs.
 Provide annual budget support and reporting requirements for a Special Purpose District to the State Auditor’s Office.
 Provide seasonal support to the Pool Manager for pool operations, cash reconciliation, and purchasing.
 Compose and prepare correspondence and memoranda, based on limited content description or information; conduct secondary research on special projects as required. With support from the Finance Director, research funding opportunities for the PRSA, including grant preparation, related contracts, and agreements from acquisition, retention, to destruction.
 Process accounts payable, receivable, contract billing, vouchers, payments, and other accounting functions.
 Prepare and submit monthly Excise Taxes.
 Monitor accounts for 1099 compliance; prepares 1099s at year end. Prepare tax reports for payment. Assist with journal entries.
 Back-up for daily reconciliation of receipts, processing payments, and corresponding reports.
 Provide support in payment processing in person or via phone as needed, including but not limited to utility payments, permit fees, and parking violation fees.

Other job functions: 
 Maintain regular, reliable, and punctual attendance.
 May be required to obtain additional education as required to conduct business functions.
 May be required to occasionally attend meetings outside regular City Hall hours.
 Assist with answering phone calls and directing inquiries to the appropriate staff.
 Other duties as assigned.

The following pre-employment screening(s) are required for this position: 
 Background Check

Qualifications Requirements
 High School Diploma or GED equivalent. 
 Two (2) years of experience using a computerized invoicing system or other bookkeeping software. 
 Any combination of education and experience that would provide the applicant with the desired skills, knowledge, and ability required to perform the duties associated with the position. 
 Possession of a valid Washington State driver’s license on the employment start date, with a driving record acceptable to the City. 
 An associate's or bachelor’s degree in finance, public administration, or public relations is preferred. 
 Additional years of experience in positions with primary duties involving providing excellent customer service skills, invoicing/billing, assisting boards and taking minutes, and providing grant and clerical support, cash handling, cash basis accounting, and Springbrook Express software experience are preferred. 

Requires knowledge of: 
 Customer Service. 
 Microsoft Office Suite. 
 General bookkeeping, including strong cash handling skills and processing a variety of payments. 

Requires skill in: 
 Cash-handling. 
 Computerized invoicing or bookkeeping software. 
 Cash basis accounting. 
 Customer service. 

Requires the ability to: 
 Type and use ten-key efficiently 
 Able to utilize PDF software programs (i.e., Adobe Pro VI), including text recognition. 
 Code and post revenues/expenditures to the appropriate general ledger and utility billing systems. 
 Proficiently operate standard office equipment such as a computer, printer, calculator, photocopier, postage, and fax machines. 
 Provide excellent customer service and handle stressful situations using professionalism. Prepare general correspondence and other documents from a draft or verbal instruction, including the ability to proofread own and others' work. 
 Work under pressure of deadlines by utilizing prioritization and multitasking skills. 
 Coordinate multiple projects concurrently, write, edit, and design communication materials. 
 Maintain confidential information involving personnel actions, contract negotiations, and other sensitive material. 
 Use a computerized system or other bookkeeping software. 
 Handle stressful situations; the ability to greet and respond to customers in a friendly, pleasant, and professional manner using appropriate inflection, grammar, and syntax. 
 Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

Physical Demands 
 Sitting – Frequently 
 Standing – Regularly 
 Walking – Regularly 
 Moving up to 50 lbs. Floor-Waist – Occasionally 
 Moving up to 25 lbs. Above Shoulders – Occasionally 
 Stooping/Bending – Occasionally 
 Reach Waist to Shoulder – Frequently
 Wrist/Hand/Finger manipulation (keyboarding, mousing, etc.) – Frequently 
 Repetitive Motions – Regularly 
 Talking – Frequently 
 Hearing – Frequently 
 Visual - Near Acuity – Frequently 
 Visual - Far Acuity – Frequently 
 Visual - Depth Perception – Frequently 
 Visual - Color Discrimination – Frequently 

Working Conditions 
 Exposure to Weather – Rarely 
 Noise Intensity Level – Moderate 
 Exposure to upset customers – Frequently 
 Attend meetings outside of regular working hours – Occasionally 
 Exposure to constant interruptions – Frequently