Jacksonville Transportation Authority
Accounts Payable Coordinator
Jacksonville Transportation Authority, Jacksonville, Florida, United States, 32290
Description
Under direct supervision of the Accounts Payable Supervisor, this position works in a team setting with general responsibility in the timely and accurate processing of AP invoices including other processes associated in and around the AP function.
Essential Function(s): Processes high volume of vendor invoices for operations inventory and non-inventory items, blanket purchase orders for materials and services, grant funded and contractual purchases of equipment, services, etc. using a 3-way match process (invoice, purchase order, receiving). Processes direct disbursements (non-purchase order requests) timely into payables system. Issues checks or prepares wires on a weekly basis, providing disbursement detail to cash management staff and payees, as required. Serves as the secondary team resource for questions and/or assistance for frontline matters; escalates unusual situations to management, if needed. Pulls vouchered invoices to match Selected Payment reports generated by Treasury. Assists with review of "held" vendor payments. Assigns expense to projects and departments accurately. Reviews general ledger account numbers on procurements, purchase orders and direct disbursement requests and resolves any discrepancies before proceeding with input, seeking supervisor's assistance if necessary. Assists with monthly reconciliation of vouchers payable. Reviews daily encumbrance and accounts payable edits for accuracy, making corrections before updating to the general ledger. Reconciles statements from vendors, seeking prompt resolution of outstanding or missing invoices. Runs open purchase order reports to identify and research open items or unpaid invoices. Creates and maintains various Excel spreadsheets. Assists team with payable records filing and purging. Assists with other department work as required, including the training of temporary or new staff. Other duties as assigned. Minimum Qualifications:
Associate's Degree and a minimum of three (3) years relevant experience A combination of equivalent work experience and training may be substituted for a degree General accounting experience to include accounts payable, accounts receivable, project accounting, and journal entry preparation Preferred Qualifications:
Experience in the transit industry
Knowledge, Skills and Abilities:
Skilled in Microsoft Office Suite, mastering advanced functions in Excel & Word such as look-ups and pivot tables. Experienced with Oracle or comparable ERP systems. Precise and efficient in data entry and general keyboard use. A dynamic change agent with a high-energy approach and customer-centric focus. Strong in managing time, administrative tasks, and organizational responsibilities. Sharp analytical thinking with meticulous attention to detail. Communicates clearly and professionally with employees and customers, both verbally and in writing. Excellent at building rapport and working cohesively with diverse teams. Attentive listener, patient and empathetic in understanding others. Manages confrontations with a positive and constructive approach. Makes thoughtful decisions that comply with policies and procedures. Balances multiple tasks with a focus on details. Adapts to changing schedules with flexibility. Work Environment/Physical Demands:
The Accounts Payable Coordinator works mainly in an office environment where the noise level is usually quiet. Physical demands may include:
Sitting and/or standing for prolonged periods. Performing repetitive motion.
Acknowledgements:
This position description in no way states or implies that these are the only duties to be performed. Employees are responsible for completing all mandatory training classes. Employees must also review and comply with all JTA/JTM policies, procedures, and directives. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. All employment offers are contingent upon pre-employment drug testing.
Positions marked as ' Safety Sensitive ' will be subject to random testing for drug and alcohol use and if any testing is positive, the application for employment will be rejected, or if hired, employment may be terminated. Positions marked as " COOP Essential " may be required to work whenever the Continuity of Operations Plan is activated.
Driver's License - The position description will specify whether a driver's license is required and the acceptable class of license. Unless an exception under Florida law exists, a nonresident must obtain a Florida driver's license within 30 days of hire. If a driver's license has a corrective lens restriction, the employee must wear corrective lenses when operating any vehicle for work purposes. Suspended or revoked licenses, work permits, and certain restricted licenses are not acceptable.
The Jacksonville Transportation Authority is an Equal Opportunity/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. Employees who require a reasonable accommodation as defined by the Americans with Disabilities Act (ADA) must notify JTA in advance to allow sufficient time for JTA to provide the accommodation.
Under direct supervision of the Accounts Payable Supervisor, this position works in a team setting with general responsibility in the timely and accurate processing of AP invoices including other processes associated in and around the AP function.
Essential Function(s): Processes high volume of vendor invoices for operations inventory and non-inventory items, blanket purchase orders for materials and services, grant funded and contractual purchases of equipment, services, etc. using a 3-way match process (invoice, purchase order, receiving). Processes direct disbursements (non-purchase order requests) timely into payables system. Issues checks or prepares wires on a weekly basis, providing disbursement detail to cash management staff and payees, as required. Serves as the secondary team resource for questions and/or assistance for frontline matters; escalates unusual situations to management, if needed. Pulls vouchered invoices to match Selected Payment reports generated by Treasury. Assists with review of "held" vendor payments. Assigns expense to projects and departments accurately. Reviews general ledger account numbers on procurements, purchase orders and direct disbursement requests and resolves any discrepancies before proceeding with input, seeking supervisor's assistance if necessary. Assists with monthly reconciliation of vouchers payable. Reviews daily encumbrance and accounts payable edits for accuracy, making corrections before updating to the general ledger. Reconciles statements from vendors, seeking prompt resolution of outstanding or missing invoices. Runs open purchase order reports to identify and research open items or unpaid invoices. Creates and maintains various Excel spreadsheets. Assists team with payable records filing and purging. Assists with other department work as required, including the training of temporary or new staff. Other duties as assigned. Minimum Qualifications:
Associate's Degree and a minimum of three (3) years relevant experience A combination of equivalent work experience and training may be substituted for a degree General accounting experience to include accounts payable, accounts receivable, project accounting, and journal entry preparation Preferred Qualifications:
Experience in the transit industry
Knowledge, Skills and Abilities:
Skilled in Microsoft Office Suite, mastering advanced functions in Excel & Word such as look-ups and pivot tables. Experienced with Oracle or comparable ERP systems. Precise and efficient in data entry and general keyboard use. A dynamic change agent with a high-energy approach and customer-centric focus. Strong in managing time, administrative tasks, and organizational responsibilities. Sharp analytical thinking with meticulous attention to detail. Communicates clearly and professionally with employees and customers, both verbally and in writing. Excellent at building rapport and working cohesively with diverse teams. Attentive listener, patient and empathetic in understanding others. Manages confrontations with a positive and constructive approach. Makes thoughtful decisions that comply with policies and procedures. Balances multiple tasks with a focus on details. Adapts to changing schedules with flexibility. Work Environment/Physical Demands:
The Accounts Payable Coordinator works mainly in an office environment where the noise level is usually quiet. Physical demands may include:
Sitting and/or standing for prolonged periods. Performing repetitive motion.
Acknowledgements:
This position description in no way states or implies that these are the only duties to be performed. Employees are responsible for completing all mandatory training classes. Employees must also review and comply with all JTA/JTM policies, procedures, and directives. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. All employment offers are contingent upon pre-employment drug testing.
Positions marked as ' Safety Sensitive ' will be subject to random testing for drug and alcohol use and if any testing is positive, the application for employment will be rejected, or if hired, employment may be terminated. Positions marked as " COOP Essential " may be required to work whenever the Continuity of Operations Plan is activated.
Driver's License - The position description will specify whether a driver's license is required and the acceptable class of license. Unless an exception under Florida law exists, a nonresident must obtain a Florida driver's license within 30 days of hire. If a driver's license has a corrective lens restriction, the employee must wear corrective lenses when operating any vehicle for work purposes. Suspended or revoked licenses, work permits, and certain restricted licenses are not acceptable.
The Jacksonville Transportation Authority is an Equal Opportunity/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. Employees who require a reasonable accommodation as defined by the Americans with Disabilities Act (ADA) must notify JTA in advance to allow sufficient time for JTA to provide the accommodation.