Accounts Payable Specialist

GENERAL DESCRIPTION OF POSITION

The Accounts Payable Specialist is responsible for executing accounting functions related to the payment processing for goods and services acquired by BOCC departments. This role involves a range of complex accounting and clerical tasks, including adhering to established procedures for the preparation and maintenance of accounting records and reports. Given the role's position as the final checkpoint in the verification process for issuing payments, meticulous attention to detail and accuracy are crucial.

ESSENTIAL JOB FUNCTIONS

The tasks listed below represent essential job functions and exclude the marginal functions of the position that are incidental to the performance of essential job duties. The Clerk may assign additional responsibilities related to the area of work as necessary or during a declared emergency.

• Payment Processing: Execute accounting functions related to the processing of payments for goods and services acquired by BOCC departments.
• Invoice Review: Conduct final reviews of invoices, ensure accuracy, and validate that all necessary documentation is in order before payment.
• Voids/Reissues/Stop Payments: Manage voided payments, reissues, and stop payments, ensuring proper documentation and record-keeping.
• Vendor Management: Process BOCC vendor requests and changes, including W-9 verification. Maintain accurate and up-to-date vendor information.
• Board Checks and ACH Payments: Process Board Checks and ACH payment files accurately and in a timely manner.
• Pre-Audit Review: Perform pre-audit reviews of BOCC purchasing card charges, evaluating invoices for compliance with regulations and ensuring proper logging and documentation.
• Month-End Closing: Handle the end-of-month closing process for the BOCC Accounting financial system, ensuring accuracy and completeness.
• Housing Rent Roll: Process and maintain records related to the Housing Rent Roll.
• Fiscal Year Reconciliation: Reconcile prepaid expenses at the end of the fiscal year, ensuring accurate financial reporting.
• Issue Resolution: Resolve issues with vendors and County personnel regarding payments for goods and services. Maintain effective communication to address and resolve discrepancies.
• Journal Entries: Prepare and record journal entries as needed to ensure accurate financial records.
• Payment Documentation: Prepare payment documents for BOCC approval at scheduled meetings, ensuring accuracy and completeness.
• Communication: Maintain effective communication with vendors, County representatives, and other stakeholders regarding errors, questions, and issues with invoices and purchase orders.
• Audit Support: Assist in providing accurate and complete information to any auditing firm as requested.
• Stress Management: Work effectively under high levels of stress while maintaining accuracy and a professional demeanor.
• Coverage and Support: Provide coverage and support within accounts payable and finance as necessary, ensuring smooth operations.

QUALIFICATIONS

Verifiable, related work experience may be substituted in lieu of postsecondary educational requirements if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of postsecondary educational requirements is authorized as follows:

• High school diploma or equivalent is required.
• An associate's degree or higher in Accounting, Finance, Business Administration, or a related field is preferred.
• Minimum of 2-3 years of experience in accounts payable, accounting, or a related field.
• Previous experience working in a government or public sector environment is preferred.

Federal and state laws require an employer to attest in writing that all deputy clerks are legally authorized
to work in the United States. The Clerk is required to comply with E-Verify and Department of Revenue
reporting requirements. Deputy clerks are required to complete an I-9 form and produce documents
establishing both employment authorization and identity. The list of acceptable documents can be located
at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents - https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

The Clerk utilizes the Florida Department of Law Enforcement (FDLE) FCIC/NCIC network and other
resources to conduct background checks on applicants selected as potential new hires. Deputy clerks
are required to submit verification of identity and undergo LiveScan fingerprinting prior to their first day of
employment. Fingerprints will be submitted to National Rap Back and are retained at FDLE and the
Federal Bureau of Investigations (FBI) for the purpose of providing notice of any subsequent
modifications to a deputy clerk's criminal history records. Fingerprints are retained for the duration of the
deputy clerk's employment. The Clerk will no longer have access to records upon separation of
employment.

Deputy clerks are required to report any incident involving an arrest or notice to appear for any criminal
charge against themselves as soon as practically possible. Employability and continued employment of
a deputy clerk who has a criminal record is decided on a case-by-case basis. Per the FBI's CJIS Security
Policy (Section 5.12.1) and the FDLE Criminal Justice User Agreement (Section III), agencies are
required to properly vet individuals prior to granting access to unencrypted CJI or to physically secure
areas where CJI is handled, processed, or stored. Records are subject to CJIS Access Review by FDLE.

The Clerk of the Circuit Court and Comptroller's office (Clerk) is a Drug-Free Workplace. This policy is
established pursuant to the drug-free workplace program under Fla. Stat. §440.101-102. During the
course of employment, all deputy clerks may be required to submit to a drug test(s) to detect the presence
or absence of any drug, including alcohol, or its metabolites which, by way of this policy, are prohibited.
The reasons for tests conducted include, reasonable suspicion, follow-up testing, post-injury/accident
testing, and negative dilute retests.