Procurement & AP Specialist

Description: The Procurement and Accounts Payable (AP) Specialist performs professional and technical accounting work. This role is responsible for administering the city's centralized purchasing processes, managing vendor relationships, and executing the accounts payable lifecycle. The Specialist ensures all city transactions strictly adhere to local, state, and federal statutory regulations, municipal codes, and public procurement laws. Responds to the needs of the end users of city financial information and provides customer service for all accounts payable related questions. Performs related work as required. Requirements: Essential Functions: Procurement & Public Bidding Administration Administer the city’s requisition and purchase order system, verifying budget line-item availability prior to authorization. Assist city departments with the preparation of technical specifications for Requests for Information (RFIs), Requests for Proposals (RFPs), Invitations to Bid (ITBs), and Requests for Quotes (RFQs). Ensure all formal and informal bidding procedures comply with city purchasing thresholds and state public records laws. Maintain the city's centralized contract repository, tracking expiration dates, renewals, and performance bonds. Review current policy and make recommendations for procurement policy changes and/or enhancements Interface as necessary with website and mobile app management personnel to offer and manage content posted or distributed through those and other public relations channels as appropriate Vendor Master & Treasury Support Oversee vendor onboarding, including the collection and verification of IRS W-9 forms, independent contractor certifications, and certificates of insurance (COI). Prepare and balance annual IRS Form 1099 filings and related state tax reporting requirements. Accounts Payable: Responsible for accounts payable & compliance lifecycle Execute the weekly accounts payable cycle, including invoice verification, data entry, and preparation of check/payment registers for City Manager approval. Perform standard three-way matching by reconciling vendor invoices against authorized purchase orders and departmental receiving documents. Audit all payment requests for compliance with internal financial controls, sales tax exemption rules, and travel policies. Review and process employee expense reports, mileage reimbursements, and city credit card (P-Card) reconciliations. Execute payment batches via automated clearing house (ACH), wire transfers, and physical checks, ensuring secure cash disbursement controls. Perform monthly accounts payable sub-ledger reconciliations to the general ledger and research outstanding or uncashed city checks. Audit Support & Risk Management Assist internal and external auditors during annual comprehensive financial audits by preparing schedules and pulling sample documentation. Monitor open purchase orders near fiscal year-end, managing encumbrance roll-overs and accruals. Maintain organized digital and physical financial records in accordance with state public records retention schedules. (These essential job functions are not to be construed as a complete statement of all duties. Employees will be required to perform other job-related duties, as required.) Minimum Qualifications (KSAs): Familiarity with public procurement legal frameworks, competitive bidding thresholds, and sunshine/public records laws. Proficiency in municipal Enterprise Resource Planning (ERP) software (such as BS&A) and Strong command of Microsoft Excel and automated workflow tools. Ability to communicate clearly, tactfully, and effectively with department heads, external vendors, auditors, and elected officials. High attention to detail, strict data-entry accuracy, integrity regarding confidential data, and effective communication skills. Education, Training and Experience: High school diploma or GED required; an associate or bachelor’s degree in accounting, finance, or business ad…

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