Administrative Assistant - Accounts Payable

Welcome to the City of Charlotte, America’s Queen City—a diverse and inclusive community where residents, businesses, and visitors thrive. The City’s mission is to deliver quality public services and promote safety, health, and quality of life for all.

About the role

Seeking an Administrative Assistant for the Facility Operations Division of the General Services Department. The division manages and maintains over 200 City-owned facilities. This position performs a broad range of administrative duties with a heavy focus on accounts payable.

Responsibilities

• Reviews all invoices for appropriate documentation and approval prior to payment
• Responsible for clearing invoices from the Match Exceptions queue within a timely manner
• Submits employee reimbursement requests into Workday
• Processes, audits, and assists trade staff with monthly purchase transactions and invoices
• Creates and assigns service orders in Cityworks
• Reconciles vendor statements, researches, and corrects discrepancies
• Processes and compiles various reports and documentation for internal departmental billing
• Maintains files and documentation thoroughly and accurately, in accordance with City policy and accepted accounting practices
• Orders supplies; supports department inventory activities
• Reconciles processed work by verifying entries and comparing system reports to balances
• Charges expenses to appropriate PL/GL by analyzing invoice or expense reports; records entries
• Responds to vendor inquiries; coordinates vendor payments; resolves purchase order, contract, invoice, or payment discrepancies and documentation
• Creates requisitions for purchase of goods and services in Workday
• Provides backup for general office needs, including payroll entry, information requests, and answering phones
• Performs other administrative duties as assigned

Requirements

• 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, particularly Word and Excel
• Adaptable to changing business conditions, new ideas, and methods; prior change management or process improvement experience preferred
• 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
• 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 time effectively and efficiently

Qualifications

Preferred Qualifications

• Bachelor’s degree in accounting, finance, business administration, or related field and two years (2) of related administrative experience in a large office setting
• Experience with accounting, facilities management, and human resource work systems: Workday and Cityworks preferred

Minimum Qualifications

• Associate’s degree in accounting, finance, business administration, or related field and one year of related experience or equivalent combination of education, work experience, and skills

Pay

$25.00 - $35.13 per hour, commensurate with experience.

Benefits

The City of Charlotte provides a comprehensive benefits package to eligible employees. Learn more about the City of Charlotte’s benefits.

Conditions of employment include a background check, pre-employment drug-screening test, and physical examination. The City of Charlotte is a drug and alcohol-free workplace.