The Accounts Payable Specialist is responsible for performing a variety of clerical accounting duties involving financial record keeping or bookkeeping of transactions mainly dealing with accounts payable, while maintaining confidentiality. This position processes accounts payable invoices, per diems, and other refunds to employees, tracks open purchase orders, and maintains vendor interaction.
 

• High school diploma or equivalent (GED)
• Valid FL Driver’s License
• Basic knowledge of Microsoft Works, Outlook, Power Point, Excel
• Basic knowledge of and ability to operate general office equipment
• Type 25 WPM accurately
 

• Receive and distribute invoices accordingly
• Prepare check requests 
• Process per diems, travel reimbursements, and track travel vouchers
• Purchase card statement preparation and processing
• Verify invoices against purchase orders for payment
• Review invoices against contracts for coding and payment
• Monitor receiving records on purchase orders
• Routinely research open purchase orders
• Analyze vendor statements
• Inspect invoice entries for accuracy and attachment discrepancies
• Maintain vendor interactions and follow up on invoices not received/invoice issues
• Void and reissue accounts payable checks as requested
• Compare payable register to invoices
• Frequently review and research outstanding accounts payable checks
• Verify supportive details for transactions
• Process accounts payable checks, electronic funds transfers (EFT), and direct disbursements
• Monitor check stock, submit requisition, and place order
• Prepare prior year accounts payable records for archive
• Routinely review invoice addresses with vendor records
• Contact vendors and employees for EFT setup
• Assemble, organize, and summarize requested information
• Type reports, correspondence, forms and other documents
• File/retrieve documentation/reports/files
• Computers/applicable software/office equipment/printers/scanner
• Other duties assigned
 

• Report directly to supervisor
• Adhere to laws/agency policy/rules/ regulations/SOP/ procedures
• Maintain confidentiality/security of files and information obtained in the course of employment
• Process/compile/disseminate record/public record information as directed by approving authority in 
accordance with lawful requirements 
• Provide assistance to citizens, visitors, employees and other public and private entities in an effort to 
meet their needs and build positive community relationships/resolve complaints/address conflicts
• Maintain continuity and operational efficiency by accurate and timely dissemination of information to 
Staff and co-workers
• Adhere to leave, overtime and attendance policies/procedures (i.e. arrive promptly, regular attendance at 
work, notification to supervisor regarding absence from work due to illness or untimely incidents, etc.)
 

• SJSO Employees 
• General Public
• Other Government Entities 
• Vendors
 

• Entry to intermediate level work
• Performs independently under general supervision
• Work requires application of general knowledge of business practices in various situations
• Deals with problems or situations that remain stable
 

• Work is primarily in an office environment
• Normal business hours apply; however, hours are subject to vary and overtime may be necessary 
including nights, holidays, and weekends
• Sit for long periods
• See at normal range or with accommodations
• Hear at normal level or with accommodations
• Speak understandably
• Manual dexterity
• Ambulate independently
• Frequently grasp/push/pull/bend/squat/lift/carry items up to 20 lbs. 
• Occasionally reach above head/kneel/walk/climb/stoop/stand/lift items up to 50 lbs.

Important Information

Regular attendance is critical to the success of this position and assignment and is required of all Agency personnel.
The list of tasks, policies and proficiencies for this position, as well as any statements contained within this page are 
considered essential. All requirements are subject to possible modification to reasonably accommodate individuals with 
disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or the public. This job description in no way states or implies the listed duties are the only duties to be performed by the employee occupying this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by his/her supervisor.
 

See SJSO Policy for additional information on agency expectations and Senior Status requirements
 

EFFECTIVE:    07/07/2021
History:         Revised Job Description format