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Facilities Invoice Support Specialist (Administrative Aide) - Public Works

City of Phoenix · Phoenix, AZ · 1 wk ago
Administrative$20.92–$35.78/hrFull-time

About the Role

The City of Phoenix Public Works Department is a fast-paced, dynamic, community-focused department responsible for providing Solid Waste, Facilities Management, and Fleet Services citywide. The Public Works Department is seeking to hire a resourceful, productive, and detail-oriented Invoice Support Specialist to join the Field Invoice Management team. In this collaborative environment, the successful candidate will work closely with team members to support the purchasing and payment process for essential supplies and services. Solid teamwork and communication skills will be key to succeeding in this role. Work is performed under the general direction of an Administrative Assistant II or section head who evaluates performance based on results.

Responsibilities

  • Entering invoice data into the ERP or accounting system.
  • Rotating coverage for front desk and phone duties as needed.
  • Acting as the liaison between finance, procurement, and suppliers, resolving discrepancies, clarifying billing issues, and ensuring smooth dispute resolution.
  • Maintaining detailed records of transactions, purchase history, and supplier performance for audit and analysis purposes.
  • Identifying opportunities to improve invoicing workflows, reduce costs, and enhance efficiency, such as consolidating orders or automating processes.
  • Creating shopping carts, processing goods receipts, statement reconciliation, and processing vendor credits.
  • Ensuring that all invoicing activities comply with company policies, legal requirements, and tax regulations.

Qualifications

Minimum Qualifications

  • Four years of experience performing clerical duties.
  • OR Bachelor's degree in public or business administration or a related field.
  • Other combinations of experience and education that meet the minimum requirements may be substituted.
  • All finalists for positions are subject to a criminal background check applicable to the department or position.

Preferred Qualifications

  • Basic proficiency with Adobe Acrobat Pro to edit documents and statements.
  • Experience with data entry into SAP, SRM, and VIM or similar software.
  • Processing a large volume of various purchase requests by creating shopping carts against existing contracts, completing goods receipts, and credit memos.
  • Procurement and payment reconciling.
  • Reviewing documents for completeness and accuracy.
  • Microsoft Office, including Word, Outlook, Teams, and Excel.
  • Accounting principles, terminology, and practices.
  • Monitoring and comparing data to determine compliance with prescribed financial operating standards.
  • Utilizing multiple computer systems simultaneously.
  • Working in/with a utility or service industry.

Pay

Pay Range: $20.92 to $35.78 per hour. Hiring Range: $20.92 to $30.92 per hour.

Pay range is the entire compensation range for the position classification. Hiring range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity.

  • Promotions occur when the last two digits of the pay grade increase.
  • Demotions occur when the last two digits of the pay grade decrease.
  • Lateral transfers occur when there is no change to the last two digits of the pay grade.
  • When there is a change in the first digit of the pay grade, there may also be a change to your classification or unit.

Benefits

  • Traditional pension with employer and employee contributions.
  • 401(a) and 457 plans with employer contributions.
  • Choice of generous medical HMO, PPO, or HSA/HDHP plans.
  • Medical enrollment includes a monthly $150 City contribution to a Post-Employment Health Plan.
  • Wellness incentive of up to $720 annually.
  • Dental, vision, and life insurance options.
  • Employer-paid long-term disability.
  • Free bus/light rail pass.
  • Tuition reimbursement program up to $6,500 per year.
  • Paid time off includes 13.5 paid holidays, 12 vacation days, and 15 sick days and personal leave days.
  • Paid Parental Leave for eligible employees up to 480 hours (12 weeks) of paid leave for the birth, adoption, or foster care placement of a child during a 12-month period.
  • Federal Student Loan Forgiveness offered through Savi.

Pension Information | Unit 003 Benefits

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