Administrative Assistant - Accounts Payable

City of Charlotte•Charlotte, NC

2d•Onsite

About The Position

Welcome to the City of Charlotte, America’s Queen City, a diverse and inclusive community where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents. The General Services Department, specifically the Facility Operations Division, is seeking an Administrative Assistant. This division manages and maintains over 200 City-owned facilities. The role will involve a wide array of administrative tasks with a significant emphasis on accounts payable.

Requirements

The ability to work well independently and as part of a team in a fast-paced, high-volume environment with an emphasis on accuracy and timeliness.
Proficiency with Microsoft Office, in particular Word and Excel.
Adaptable to changing business conditions, new ideas and methods.
Excellent problem solving and verbal and written communication skills.
Customer focused, dedicated to meeting the expectations and requirements of internal and external customers.
Relates well to a wide variety of individuals.
A good understanding of general administrative processes, trends and best practices.
Knowledge of basic accounting principles, data analysis and research and resolution skills.
Good organizational skills with the ability to prioritize and use his/her time effectively and efficiently.
An Associate’s degree in accounting, finance, business administration, or related field and one year of related experience or equivalent combination of education, work experience, and skills may be considered.

Nice To Haves

Prior change management or process improvement experience preferred.
A Bachelor’s degree in accounting, finance, business administration, or related field and two years (2) of related administrative experience in a large office setting.
Experience with accounting, facilities management and human resource work systems: Workday and Cityworks preferred.

Responsibilities

Reviews all invoices for appropriate documentation and approval prior to payment
Responsible for clearing invoices from the Match Exceptions queue within a timely manner
Submit employee reimbursement requests into Workday
Process, audit and assist trade staff with monthly purchase transactions and invoices
Creates and assigns service orders in Cityworks
Reconcile vendor statements, research and correct discrepancies
Process and compile various reports and documentation for internal departmental billing
Maintain files and documentation thoroughly and accurately, in accordance with City policy and accepted accounting practices
Orders supplies; supports department inventory activities
Reconcile processed work by verifying entries and comparing system reports to balances.
Charge expenses to appropriate PL/GL by analyzing invoice or expense reports; record entries
Respond to vendor inquiries.
Coordinate vendor payments; resolve purchase order, contract, invoice or payment discrepancies and documentation
Creates requisitions for purchase of goods and services in Workday
Provide backup for general office needs, including payroll entry, information requests, and answering phones
Perform other administrative duties as assigned