Support Staff V - Accounts Payable

About the Role

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. The role includes completion, dissemination, and maintenance of all departmental records.

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 information and materials, completion of special assignments, and day-to-day functions.
• Review and process invoices for the department.
• Perform a variety of recordkeeping tasks, including 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 materials and records to off-site locations.
• Collect and assemble information for 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.
• Approve and enter invoices in the online accounts payable system, review monthly vendor statements, respond to vendor inquiries, and process ACH and check payments.
• Train and guide decentralized users in other city departments, handle employee travel reimbursements, and collaborate with procurement on vendor maintenance.
• Perform ad hoc accounts payable assignments and participate in the City’s annual audit.

Requirements

• Knowledge of modern office practices and procedures.
• Knowledge of business English, spelling, and arithmetic.
• Knowledge of cash handling for a variety of payments.
• Knowledge of office practices, office equipment, and basic principles 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 fast-paced environment.
• Ability to understand and follow oral and written instructions of a moderately complex nature.
• Ability to learn clerical tasks quickly and 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.

Qualifications

Graduation from high school, supplemented by general clerical and business courses.

Preferred: 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.

Physical Requirements / Working Conditions

Work is primarily performed in an office environment. Work requires traveling to other office locations and other agency facilities in town or around the state for meetings and to City of Bloomington work sites and facilities. May be required to move boxes of records periodically.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.