Accounts Payable Technician I

The Position

This is the entry-level classification in the Accounts Payable Technician Series and is responsible for performing general accounts payable duties. Performs the day-to-day processing of accounts payable transactions to ensure that municipal finances are maintained in an effective, up-to-date, and accurate manner.

Essential functions of the job include, but are not limited to, the following:
Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.

Performs all aspects of the accounts payable function by matching purchase orders to invoices and entering the invoices into the applicable software according to department policies, procedures, and deadlines. Identifies errors or discrepancies and timely resolves before processing.

Prepares and processes invoices and other financial documents manually or by using specialized automated software.

Prepares checks, including Automated Clearing House (ACH) transactions and web payments, and backup documentation. Performs a variety of financial record-keeping and reporting duties.

Prepares batches of invoices for data entry. Manages the weekly check run. Prepares vendor checks for mailing. Maintains updated vendor files and file numbers.

Reports sales/use taxes by calculating requirements on paid invoices.

Researches and resolves any outstanding balances on accounts and communicates with vendors in a timely manner. Processes and reviews accounting postings.

Compares amount of payment with amount due in order to process and pay the correct amount of the invoice. Posts invoice payments into the City's financial management software system.

Reviews invoice discrepancies in pricing, calculation and taxes. Ensures expenditure authorizations are signed.

Verifies, balances, and adjusts accounting records as necessary.

Ensures payments are posted in a timely manner.

Responds to inquiries from external vendors regarding the status of invoice payments.

Assists in the establishment of forms and procedures; accurately maintains financial records.

Sorts incoming mail or packages into categories requiring a variety of handling, routing or filing procedures. Prepares materials for mailing.

Provides exceptional customer service to internal and external customers.

May drive on City business.

Ensures Department services are provided with the highest customer service and ethical standards.

Assumes responsibility for ensuring the duties of the position are performed in a safe, efficient manner.

Performs other related duties as assigned or as the situation requires.

Minimum Requirements

Knowledge, Skills & Abilities

Knowledge of:

Accounts payable practices and maintenance of general ledgers.

Applicable computer software applications such as Microsoft Excel and Word.

Basic mathematical operations such as addition, subtraction, multiplication and division.
City and departmental policies and procedures.

Effective customer service practices.

English grammar usage, spelling, punctuation, and business vocabulary.

Standard accounting or bookkeeping reporting processes and procedures.

Standard bookkeeping practices.

Standard office procedures and practices.

Skill in:

Effective oral and written communications, both on a one-on-one and a group basis.

Interpersonal interactions with individuals at all levels.

Making independent judgments and decisions based on standard policy or procedure.

Organizing and prioritizing assignments.

Utilizing a variety of Microsoft Office software programs, including Outlook, Excel, and PowerPoint.

Ability to:
Provide exceptional customer service to those utilizing Department and City services.

Detect fiscal recording errors quickly and efficiently.

Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period.

Enter and retrieve data and formulate reports utilizing specialized computer software.

Establish smooth working relationships and effectively resolve interpersonal conflicts.

Format information such as lists, tables, documents, correspondence, etc.

Foster a teamwork environment and resolve interpersonal conflicts.

Handle confidential information with discretion.

Maintain a filing system.

Maintain a high level of accuracy in preparing and entering financial information, and performing routine repetitive tasks.

Maintain automated purchasing records.

Model and practice the highest standards of ethical conduct.

Prepare spreadsheets, charts and graphs utilizing a computer and automated spreadsheet software.

Read, write, communicate effectively and comprehend directions in English.

Reconcile financial transaction records, ledgers and journals.

Other Characteristics

Willingness to:

Work overtime as requested.

Assume responsibility for maintaining a safe working environment.

Experience

Two years responsible experience in one or more of the following areas: general accounting, accounts payable, or accounts receivable.

Education/Training

Graduation from high school or attainment of GED or CHSPE certificate supplemented by a minimum of 24 units of college coursework in accounting, computer applications, or other relevant coursework.

License(s) / Certification(s)

A valid Class C California driver's license may be required.

Promotional Eligibility
Any City of Glendale employee who meets the minimum qualifications for this position, has
completed probation or six months of City employment, and is occupying a permanent full-time classification on file in the Human Resources Department. Hourly City employees may be considered, provided that they furnish proof of continuous employment immediately preceding the final filing date, which would equal a minimum of six months of full-time service or 1040 part-time hours. (Civil Service Rule VIII 4-E).

Note

An equivalent combination of experience, education and/or training may substitute for the listed minimum requirements.

Exceptional Customer Service Policy The City of Glendale places a high importance on quality customer service and prides itself for the high level of services it provides by every employee of the organization. As employees of the City of Glendale, we are committed to providing our diverse community and each other with courteous, considerate, and personal attention.

Please click on the link to read the Exceptional Customer Service Policy .
Selection Process

EVALUATION OF APPLICATION: Submitted Application will be reviewed to ensure applicants meet the minimum requirements. Only the most qualified applicants will be invited to participate in the selection process.
Candidates must pass each exam component with a minimum score of 70% in order to be placed on the eligible list.

ORAL INTERVIEW: (Weight of 100%) To evaluate the applicant's experience, education, and personal fitness for the position.

TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. The City of Glendale reserves the right to modify the above stated examination components and/or weights. Should this be necessary, the candidates will be notified of the specific examination components and weights prior to the administration of any examination. The selected candidate will be subjected to a background check including Livescan fingerprinting. The City of Glendale conforms with State and Federal obligations to make reasonable accommodation for applicants and employees with disabilities. The Human Resources Department asks that it be advised of special needs at least five days prior to the first test part so that a reasonable accommodation may be made. The provisions of this bulletin do not constitute an express or implied contract. In compliance with the Immigration Reform and Control Act of 1986, the City of Glendale requires that all new employees provide documentation to establish both work authorization and identity.

The City of Glendale offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, and long-term disability insurance.

The above listed benefits apply to full-time, salaried positions only.

Closing Date/Time: 9/8/2023 11:59 PM Pacific