Accounting - Accounting Specialist I, II

City of Abilene•Abilene, TX

2d•Onsite

About The Position

Under general supervision of the Division Manager – Accounting, this role performs accounting work in the area of accounts payable. The Accounting Specialist I does not exercise supervision, while the Accounting Specialist II may exercise technical and functional supervision over lower-level staff. Responsibilities include reviewing, verifying, and processing invoices for payment, matching invoices with purchase orders and receipts, ensuring proper approvals and account coding, receiving and routing invoices, advising departments on payment authorization procedures, following up on invoice status, and ensuring recurring invoices are processed timely. The role also involves reconciling vendor statements, resolving discrepancies, communicating with vendors, and performing secondary verification of changes to vendor banking information. Ensuring compliance with City policies and accounting standards, maintaining accurate financial records, assisting in audits, and working independently on assigned tasks and special projects are key duties. Additionally, the role involves consulting and advising departments on travel policies and procedures, reviewing, processing, and reconciling travel reports, assisting departments with invoice and payment inquiries in ERP software, and providing support for the Accounting Clerk’s cashiering duties as needed. The Accounting Specialist II also provides technical and functional supervision in the absence of the Division Manager – Accounting. Other job-related duties and responsibilities may be assigned.

Requirements

Proficiency in data entry and accuracy.
Knowledge of accounts payable processes.
Knowledge of travel reports and purchase orders.
Knowledge of ERP systems and accounting software.
Knowledge of vendor payment methods.
Operate office equipment, including computer, scanner, and calculator.
Prioritize tasks.
Attention to detail and accuracy.
Identify, reconcile, and resolve invoice discrepancies and payment issues.
Basic computer and software applications, with proficiency in Microsoft Excel and Office.
Meet job deadlines for assigned functions.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
Accounting theory, principles, and practices regarding timing and proper classification of expenditures (Accounting Specialist II only).
Governmental accounting practices (Accounting Specialist II only).
Best practices in accounts payable and vendor communication (Accounting Specialist II only).
Deliver constructive feedback in a respectful, empathetic, and solution-oriented manner when working with team members and other departments (Accounting Specialist II only).
Recognize inefficiencies and recommend improvements (Accounting Specialist II only).
Proficient in advanced accounts payable functions and reporting within ERP software (Accounting Specialist II only).
Monitor transactions for compliance with regulatory requirements, accounting standards, and policies (Accounting Specialist II only).
Perform research on payments and invoices (Accounting Specialist II only).
Mentor and encourage lower-level staff within a positive work environment (Accounting Specialist II only).
Lead, manage, and perform as a team member in a manner that accomplishes the Division's mission and treats team members with dignity, courtesy, and respect (Accounting Specialist II only).
Three (3) years of experience in accounting, including two (2) years of experience in accounts payable is required (Accounting Specialist I).
Five (5) years of experience in accounting work is required (Accounting Specialist II).
HIPPA Compliance training is required within sixty (60) days of employment.

Nice To Haves

Provide training and support to team members.
A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.

Responsibilities

Review, verify, and process invoices for payment.
Match invoices with purchase orders and receipts.
Ensure proper approvals are obtained before processing payments and review account coding for accuracy.
Receive and route invoices to departments for verification.
Advise departments on procedures for authorizing payments on invoices.
Follow up with departments on status of invoices and ensure recurring invoices are received and entered timely.
Reconcile vendor statements and resolve discrepancies.
Communicate with vendors regarding payment inquiries and disputes.
Perform secondary verification of changes or additions to vendor banking information.
Ensure compliance with City policies and accounting standards.
Maintain accurate and organized financial records.
Assist in audits by compiling and providing necessary documentation.
Work independently to complete assigned tasks and special projects.
Consult and advise departments on travel policies and procedures.
Review, process, and reconcile travel reports.
Assist departments with invoice and payment inquiries in ERP software.
Provide support for the Accounting Clerk’s cashiering duties as needed.
Assist the Finance Department in other accounting tasks.
Provide technical and functional supervision in the absence of the Division Manager – Accounting (Accounting Specialist II only).
Perform other job-related duties and responsibilities as assigned.