Support Staff V - Accounts Payable

City of Bloomington Illinois•Bloomington, IL

13d•Hybrid

About The Position

A clerical position with high responsibility and complex work, frequently of a confidential nature, involving recordkeeping, sorting, classifying, and processing information and material following departmental procedures. Work involves completion, dissemination, and maintenance of all departmental records. This Support Staff V Accounts Payable position requires skills for approving and entering invoices in the online accounts payable system, reviewing monthly vendor statements, responding to vendor inquiries, and processing ACH and check payments. Additional responsibilities include training and guiding decentralized users in other city departments, handling employee travel reimbursements, and collaborating with procurement on vendor maintenance. This position performs ad hoc accounts payable assignments and participates in the City’s annual audit. Candidates must work independently, be detail-oriented, manage multiple tasks, and provide strong customer service internally and externally. All work is performed in accordance with city policies and internal controls.

Requirements

Graduation from high school, supplemented by general clerical and business courses.
Knowledge of modern office practices and procedures.
Knowledge of business English, spelling, and arithmetic.
Knowledge of cash handling of a variety of payments.
Knowledge of office practices, office equipment and basic principals of modern office administration.
Knowledge of basic computer skills and experience with tracking and recording call information, filing documents, or updating customer profiles/accounts.
Knowledge of recordkeeping systems.
Ability to handle confidential material.
Ability to answer the phone, listen actively, relay information, and type basic information.
Ability to undertake responsibilities of increasing variety with some initiative and judgment.
Ability to work in a past-faced environment.
Ability to understand and follow oral and written instructions of a moderately complex nature.
Ability to learn clerical tasks quickly and to adhere to prescribed departmental routines and procedures.
Ability to establish and maintain effective working relationships with other employees, officials, and the general public.
Ability to provide a positive customer experience and resolution.
Ability to learn job specific software applications.
Must work independently.
Must be detail-oriented.
Must manage multiple tasks.
Must provide strong customer service internally and externally.

Nice To Haves

At least two years’ experience or any equivalent combination of training and experience.
Any equivalent combination of training and experience to provide the knowledge, skills and abilities will also be accepted.

Responsibilities

Provides excellent customer service; ability to assess customers' needs and provide the correct answer, path, troubleshooting, or method for a positive customer experience.
Coordinate office functions/tasks of the department by scheduling, assigning and monitoring of information and materials, completion of special assignments and day-to-day functions.
Review and process invoices for the department.
Perform a variety of record keeping tasks including the maintenance of central and/or departmental records of both a routine or confidential nature; track and research records, and reports to secure needed information in a timely manner; maintain microfilming and retention schedules and transfer of materials and records to off-site locations.
Collecting and assembling information for the Freedom of Information Act requests.
Compose, prepare, and coordinate correspondence with appropriate agencies.
Maintain, track, and monitor information systems, including creation, inventory, receipt, storage, retrieval and disposition.
Maintain systems in compliance with regulations for sorting, cataloging, and filing to ensure materials are interpretable to all relevant parties; inform all associated agencies and the public of guidelines for seeking information.
Approving and entering invoices in the online accounts payable system.
Reviewing monthly vendor statements.
Responding to vendor inquiries.
Processing ACH and check payments.
Training and guiding decentralized users in other city departments.
Handling employee travel reimbursements.
Collaborating with procurement on vendor maintenance.
Performing ad hoc accounts payable assignments.
Participating in the City’s annual audit.