Accounts Payable Specialist

Accounts Payable Specialist

Accounts Payable and Public Transit Finance Career Opportunity

$26.66 to $30.89 per hour

1201 East 7th Avenue, Tampa, Florida 33602

Full time

Until filled

26-069

Manager of Accounts Payable

Process complex invoices and payments, reconcile accounts and resolve discrepancies that affect transit operations. Reporting to the Manager of Accounts Payable, you will work independently within established procedures and assist departments, vendors and other stakeholders.

Support expenditures for fleet maintenance, vehicle parts, fuel, transportation services, facilities, utilities, professional services and capital projects. Maintain accurate records, support financial reporting and improve processes while applying internal controls, accounting standards and regulatory requirements.

• Connect your accounting work to the supplies, services and projects that support public transportation.
• Handle varied accounts payable work spanning invoice review, disbursements, vendor support, reconciliations and closing activities.
• Collaborate with Procurement, Finance, Operations, Maintenance, vendors and auditors.
• Contribute to improvements in financial workflows, automation and ERP systems.

• →Receive, review, scan and retain invoices and supporting documents; process purchase-order and non-purchase-order invoices through the ERP or integrated financial management system.
• →Check coding, approvals, vendor details, quantities, pricing, payment terms and tax treatment; perform two-way and three-way matching with purchase orders and receiving records as applicable.
• →Resolve pricing variances, duplicate invoices, missing receipts, incorrect coding and incomplete approvals; help departments correct requisitions, purchase orders and supporting documents.
• →Review invoice batches and system edit reports before posting; monitor due dates and applicable prompt-payment requirements and resolve credit memos, unapplied payments and other exceptions.
• →Prepare check requests and process approved payments; review disbursement batches for accuracy, unusual activity, documentation, approvals and compliance with internal controls.
• →Prepare payment and remittance information, issue manual checks and other authorized payments, assist with EFT processing, and maintain payment registers and transaction records.
• →Resolve returned payments, stale-dated checks and payment errors; assist with outstanding-check and unclaimed-property research and reporting as assigned.
• →Maintain vendor master records and electronic and physical files, including tax forms and correspondence; verify vendor and payment-information changes under established controls.
• →Respond promptly and professionally to invoice, payment, balance and status inquiries; reconcile vendor statements and resolve outstanding, disputed, duplicate or unapplied items.
• →Perform routine and complex reconciliations, research differences, prepare adjustments, monitor accounts payable aging and outstanding liabilities, and report significant or unusual items.
• →Analyze accounts payable activity and recurring vendor issues; prepare reports on outstanding obligations and assist with accruals, prepaid items and related general ledger work.
• →Complete assigned month-end and year-end closing procedures, review outstanding invoices and liabilities, and document accrued expenses and period-end adjustments.
• →Support internal and external audits with transaction records, reconciliations and evidence of compliance with policies, Accounts Payable Standard Operating Procedures and applicable requirements.
• →Apply accounting standards, segregation of duties, internal controls, public-sector procurement and payment requirements, and applicable federal, state and local laws and regulations.
• →Assist with monitoring expenditures and documentation for grant-funded, capital and federally funded transportation programs as assigned.
• →Identify control weaknesses, recurring errors and process inefficiencies; recommend and help implement automation, standardized procedures and improvements.
• →Assist with testing and implementing ERP enhancements, upgrades and workflow changes; update procedures and training materials and help train or cross-train staff.
• →Maintain organized records under retention requirements; provide technical guidance to departments and help coordinate priorities and workloads.
• →Provide backup for Finance and Accounting functions, support special projects and departmental initiatives, and escalate significant, unusual, sensitive or unresolved matters to the Manager of Accounts Payable.
• →Perform other related duties as assigned.

All HART employees are responsible for maintaining a safe and secure environment for customers, contractors, visitors and coworkers. Employees must follow applicable health, safety, security and quality-management procedures; recognize and report accidents and hazardous conditions; assist with the development of workplace safety procedures for their department; promote those procedures; and properly use and care for assigned equipment and materials.

HART promotes a safe and healthy work environment and provides appropriate safety and equipment training as required.

• Accurate processing. Invoices and payments have the correct coding, approvals and supporting records.
• Timely resolution. Resolve discrepancies promptly to keep payments and closing activities on schedule.
• Reliable controls. Identify unusual transactions, verify sensitive changes and escalate concerns.
• Clear service. Provide timely answers and practical payment guidance.
• Continuous improvement. Address recurring problems and improve workflows while maintaining controls.

An equivalent combination of related education and experience may substitute for the minimum qualifications below, except for a high school diploma, GED, licenses or certifications.

• An associate degree in Accounting, Finance, Business Administration or a related field.
• One to three years of progressively responsible accounts payable or accounting experience, including invoice and payment processing, reconciliations, discrepancy resolution and vendor account maintenance.
• Experience using an ERP or integrated financial management system and proficiency in Microsoft Excel, Outlook and Word.
• Knowledge of accounts payable practices, Generally Accepted Accounting Principles (GAAP), internal controls, segregation of duties, financial risk management and recordkeeping requirements.
• Knowledge of governmental accounting, procurement and payment practices and transportation or public transit operational expenditures.
• Strong analytical, research and problem-solving skills, with attention to detail and the ability to resolve advanced accounts payable issues within established controls.
• Ability to identify unusual transactions and control concerns, prioritize work, meet deadlines, adapt to changes and work independently with minimal supervision.
• Clear communication, professional customer service and effective collaboration with employees, vendors, auditors and other stakeholders.
• Ability to use standard office equipment, electronic document management systems, financial applications and other accounts payable technology.

• Experience in public transportation, transit, fleet management, logistics, government or public-sector accounting.
• Experience processing fleet, maintenance, fuel, vehicle-parts, transportation-service or capital-project expenditures.
• Experience with governmental procurement, grant-funded expenditures or federally funded programs.
• Experience supporting financial audits, ERP implementations or upgrades, workflow automation or process improvement.
• A relevant accounts payable, accounting or finance certification.

Safeguard financial, vendor, employee, banking and payment information. Limit access, use and disclosure to authorized business purposes and people with a legitimate need to know. Follow applicable laws, HART policies and internal controls; maintain privacy and security safeguards; and immediately report suspected unauthorized access, disclosure, loss or misuse. Confidentiality is an essential responsibility and a condition of employment.

• Work primarily in a standard office and sit at a computer for extended periods.
• Hear, see, speak and perceive color, depth and texture as needed for assigned duties.
• Stand, walk, bend, reach and stoop, and lift objects weighing up to 25 pounds.
• Interact with potentially intimidating or unreceptive members of the public.
• Occasionally encounter dangerous machinery, extreme weather, extreme noise or risks of physical harm during assigned work.

Reasonable accommodations may be available to qualified individuals with disabilities.

HART is committed to equal employment opportunity for all persons, regardless of race, color, creed, national origin, sex, age, marital status, sexual orientation, gender identity or expression, disability, veteran status or any other status protected by federal or state law. Reasonable accommodations are available to persons with disabilities during the application and interview process in accordance with the Americans with Disabilities Act.

The statements above describe the general nature and level of work performed by employees assigned to this position. They are not intended to represent an exhaustive list of every responsibility, duty, qualification or working condition associated with the position. Employees may perform other duties as assigned.

It is the responsibility of all HART employees to provide a safe and secure environment for HART customers, contractors, visitors and fellow co-workers. HART employees are also responsible for:

• Adhering to stated policies and procedures relating to health and safety, security, and quality management.

• Recognizing and reporting all accidents and hazardous conditions.

• Assisting in the development of workplace safety procedures for their respective departments.

• Promoting workplace safety procedures within their department.

• Adhering to procedures relating to the proper use and care of equipment and materials for which the role has responsibility.