Procurement & AP Specialist

City Of Ft Meade•Fort Meade, FL

4d•Onsite

About The Position

The Procurement and Accounts Payable (AP) Specialist performs professional and technical accounting work for the city. The position administers centralized purchasing processes, manages vendor relationships, and executes the accounts payable lifecycle while ensuring transactions comply with applicable local, state, and federal regulations, municipal codes, and public procurement laws. The Specialist responds to users of city financial information and provides customer service for accounts payable questions, as well as performs related work as required. The role administers requisitions and purchase orders, supports departments with procurement solicitations, oversees vendor onboarding and tax reporting, and executes accounts payable payments and reconciliations. It also supports audits, manages fiscal-year-end purchase order encumbrances and accruals, and maintains financial records under applicable public records retention schedules.

Requirements

High school diploma or GED.
Five years of accounts payable, bookkeeping, or general accounting experience.
Familiarity with public procurement legal frameworks, competitive bidding thresholds, and sunshine/public records laws.
Proficiency with municipal ERP software, such as BS&A.
Strong command of Microsoft Excel and automated workflow tools.
Ability to communicate clearly, tactfully, and effectively with department heads, external vendors, auditors, and elected officials.
High attention to detail, accurate data entry, integrity in handling confidential data, and effective communication skills.
Valid Florida driver's license.
Ability to perform light physical work, including occasional lifting, carrying, pushing, or pulling of objects weighing 5–10 pounds, and to work for extended periods at a keyboard or workstation.
Ability to calculate and tabulate information, follow written, oral, or diagrammatic instructions, exercise independent judgment, and evaluate information against measurable or verifiable criteria.

Nice To Haves

Associate or bachelor's degree in accounting, finance, or business administration.
Prior experience in a public-sector, municipal, or government finance office.
Knowledge of fund accounting principles, municipal budgeting, and public-sector internal controls.

Responsibilities

Administer the city's requisition and purchase order system, verifying budget line-item availability before authorization.
Assist city departments in preparing technical specifications for RFIs, RFPs, ITBs, and RFQs.
Ensure formal and informal bidding procedures comply with city purchasing thresholds and state public records laws.
Maintain the centralized contract repository and track expiration dates, renewals, and performance bonds.
Review procurement policy and recommend changes or enhancements.
Coordinate as needed with website and mobile app management personnel regarding content posted or distributed through public relations channels.
Oversee vendor onboarding, including collection and verification of IRS W-9 forms, independent contractor certifications, and certificates of insurance.
Prepare and balance annual IRS Form 1099 filings and related state tax reports.
Execute the weekly accounts payable cycle, including invoice verification, data entry, and preparation of check/payment registers for City Manager approval.
Reconcile vendor invoices with authorized purchase orders and departmental receiving documents through standard three-way matching.
Audit payment requests for compliance with internal financial controls, sales tax exemption rules, and travel policies.
Review and process employee expense reports, mileage reimbursements, and city credit card reconciliations.
Execute ACH, wire transfer, and physical check payment batches while ensuring secure cash disbursement controls.
Reconcile the accounts payable sub-ledger to the general ledger monthly and research outstanding or uncashed city checks.
Assist internal and external auditors during annual comprehensive financial audits by preparing schedules and retrieving sample documentation.
Monitor open purchase orders near fiscal year-end and manage encumbrance rollovers and accruals.
Maintain organized digital and physical financial records in accordance with state public records retention schedules.
Provide customer service for accounts payable questions and respond to the needs of users of city financial information.
Perform other job-related duties as required.