Administrative Assistant - Accounts Payable

City of Charlotte

1d•$25 - $35

About The Position

Welcome to the City of Charlotte. Charlotte is America’s Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city 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. Our guiding principles include: Attracting and retaining a skilled and diverse workforce, Valuing teamwork, openness, accountability, productivity, and employee development, Providing all customers with courteous, responsive, accessible, and seamless quality services, Taking initiative to identify, analyze, and solve problems, Collaborating with stakeholders to make informed decisions. Seeking an Administrative Assistant for the Facility Operations Division of the General Services Department. The Facility Operations Division is responsible for the facility management and maintenance of over 200 City-owned facilities. This position will be responsible for performing a broad range of administrative duties with a heavy focus 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.

Nice To Haves

Prior change management or process improvement experience preferred.
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 que 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 inquires. 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