Purchasing and AP Specialist

James City County•Williamsburg, VA

9d•Onsite

About The Position

A Purchasing and Accounts Payable Specialist performs professional and technical work supporting procurement, purchasing, invoice processing, and accounts payable functions for a local government organization. This role helps ensure compliance with public procurement laws, internal financial controls, and accounting standards while providing efficient support to departments, vendors, and stakeholders.

Requirements

Associate’s degree in finance, accounting, or related field and two years of relevant experience; or equivalent combination of education and experience.
Working knowledge of accounting principles and procurement practices.
Ability to interpret policies and ensure compliance.
Strong proficiency in use of computer software, Microsoft Office especially Excel.
Ability to communicate effectively, both orally and writing.
Most possess reliable transportation to work site(s).

Nice To Haves

Experience in Enterprise ERP (MUNIS) preferred.
Local government accounting experience preferred.

Responsibilities

Processes purchase requisitions, purchase orders, and procurement documentation in accordance with local government policies and state and federal procurement regulations.
Guides departments with obtaining quotes, bids, and pricing for goods and services.
Reviews purchasing requests for completeness, budget availability, and policy compliance.
Maintains purchasing records, contracts, and vendor files.
Coordinates with vendors regarding orders, deliveries, pricing discrepancies, and contract terms.
Supports competitive solicitation processes including Requests for Quotes (RFQs), Invitations for Bids (IFBs), and Requests for Proposals (RFPs).
Monitors open purchase orders and follows up on outstanding items.
Reviews, verifies, and processes invoices for payment accuracy and proper approvals.
Matches invoices to purchase orders and receiving documentation.
Prepares and processes vendor payments, including checks, ACH transactions, and electronic payments.
Maintains accurate accounts payable records and payment schedules.
Reconciles vendor statements and resolves invoice discrepancies.
Ensures timely payment processing in compliance with applicable regulations and payment terms.
Assists with year-end accounts payable accruals and audit documentation.
Maintains financial data within enterprise resource planning (ERP) or financial management systems.
Assists with budget tracking and expenditure monitoring.
Prepares reports related to purchasing activity, expenditures, and accounts payable status.
Supports internal and external audits by providing requested documentation and records.
Maintains compliance with financial controls, retention requirements, and governmental accounting procedures.
Provides customer service to departments, vendors, and the public regarding purchasing and payment inquiries.
Performs other duties as assigned