Accounts Payable Specialist

Position : Accounts Payable Specialist

Reports to : Accounting Manager

Emergency Classification : Essential

FLSA Classification : Non-Exempt

Pay Grade : 106

The Town of Fort Myers Beach is seeking an experienced and detail-oriented Accounts Payable Specialist to join our dedicated Finance team. This position plays a key role in supporting the Town's financial operations by ensuring accurate and timely processing of invoices, payments, and financial records.

This is a unique opportunity to contribute to the financial stewardship of a resilient coastal community. If you have a background in accounts payable, municipal finance, or accounting and are ready to make a difference, we invite you to apply and help support the Town's continued growth and success.

Position Summary

The Accounts Payable Specialist is responsible for the accurate and timely processing of accounts payable transactions, ensuring compliance with established policies, procedures, and financial regulations. This position maintains positive vendor relationships, manages payment schedules, supports financial reporting, and plays a critical role in maintaining the Town's financial obligations.

Responsibilities and Reporting During an Emergency Situation : If assigned, employees in this classification will be required to report and carry out duties as directed for the duration of an emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

EXAMPLES OF ESSENTIAL DUTIES

• Receive, review, and process accounts payable invoices in accordance with established policies and procedures.
• Code invoices accurately to appropriate general ledger accounts and cost centers.
• Match invoices with purchase orders and receiving documentation to ensure complete and accurate records.
• Maintain a schedule for timely payments, ensuring vendor obligations are met.
• Conduct weekly check runs, process payments, and reconcile credit card statements.
• Manage the grant billing process and track reimbursements of grant funds.
• Reconcile operating bank accounts and manage debit entries monthly.
• Maintain electronic filing systems by scanning, naming, and saving documents on the SharePoint Drive.
• Prepare and distribute monthly accounts payable reports to the Accounting Manager.
• Address and resolve discrepancies with invoices, vendors, or departments professionally and in a timely manner.
• Verify and process employee expense reports and reconcile with account balances.
• Facilitate vendor payments, verifying federal ID numbers and reviewing purchase orders for compliance.
• Maintain and update vendor records, including tax information and payment terms.
• Handle vendor inquiries related to payment status and resolve issues as necessary.
• Apply credits upon payment, identify discount opportunities, and manage stop payments or amendments when needed.
• Reconcile the accounts payable sub-ledger to the general ledger monthly.
• Generate reports related to accounts payable, outstanding liabilities, and cash flow projections.
• Maintain accurate, organized, and auditable records of financial transactions.
• Record, verify, and distribute petty cash disbursements.
• Calculate and report sales tax based on paid invoices.
• Assist with internal and external audits by providing necessary documentation and support.
• Ensure compliance with applicable financial regulations and Town policies.
• Collaborate with the Finance Department and Procurement on payment or reconciliation matters.
• Assist with general administrative functions, including filing, records management, and special projects as assigned.
• Performs emergency response tasks and assignments as directed.
• Attend all assigned meetings and events.
• Performs other duties as assigned.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required.)

REQUIREMENTS :

Education, Certification, and Experience :

Knowledge, Skills, and Abilities :

Knowledge :

Skills :

Abilities :

Physical Requirements :

Environmental Requirements :

Sensory Requirements :

Veteran's Preference

The Town of Fort Myers Beach provides Veterans' Preference in employment for eligible veterans, spouses of veterans, and qualifying family members, in accordance with the Florida Department of Veterans' Affairs guidelines.

How to Claim Veterans' Preference :

If you require assistance or have questions about this process, please contact Human Resources at (239) 896-4284 or hr@fmbgov.com.

The Town of Fort Myers Beach is an EOE and DFW

Employment at the Town of Fort Myers Beach is contingent upon your successful completion of the following :