Accounts Payable Specialist

JOB POSTING #2025-04 CLOSING DATE: OPEN UNTIL FILLED

Job Title: Accounts Payable Specialist FLSA Status: Non-Exempt

Work Location: 602 N. Staples St.; Various locations Department: Finance

Reports To: Director of Finance Pay Grade: 19 Salary: $23.30 - $37.97

Work Schedule: Monday – Friday, 8:00 am – 5:00 pm

General Summary: Under the direct supervision of the Director of Finance, this position is responsible for timely and accurate coordination and processing of the accounts payable process.

Essential and Marginal Functions: Essential and other important responsibilities and duties that must be performed, with or without reasonable accommodation may include, but are not limited to, the following:

· Manage accounts payable using accounting software and excel spreadsheets designed for cost analysis.

· Process invoices, manage vendor relationships and ensure invoices are paid in a timely and accurate manner while adhering to compliance procedures.

· Review submitted invoices to ensure supporting documentation is complete and accurate

· Maintain tracking log of invoice activity and identifies invoices approaching payment due date.

· Resolve invoicing disputes professionally and on a timely basis

· Reconcile monthly vendor statements.

· Correspond with vendors regarding inquiries invoices, payments, and accounts payable matters pertaining to terms of payment and charges in a timely and professional manner.

· Prepare and processes accounts payable items, which include matching invoices with appropriate supporting documentation for purchase orders, credit cards, and other payment requests.

· Obtain and ensures the appropriate coding and authorization signatures.

· Issue checks and coordinates electronic payments including ACH and On-Line

· Responsible for assisting with annual external and internal audits including year-end physical inventory of parts and fixed asset inventory

· Responsible for digital records management of accounts payable documents, including traditional filing of documents

· Responsible for weekly reconcilement of transactions, updating information on relevant spreadsheets, maintaining travel advance records, following up on pending items and maintaining vendor retainers’ payable records and fixed asset listings.

· Coordinate, review and process organization’s credit card transactions.

· Responsible for tracking fuel cost and usage

· Maintain several spreadsheets that collect data for analysis.

· Process annual IRS form 1099 and related tax reporting.

· Primary backup for the Revenue Counters.

· Perform W-9 verification of information provided to ensure TIN and entity name, and organizational structure are reported correctly and reflected accurately in the AP Vendor database set up process.

· Serves as the primary contact for vendor registration in the B2GNow system. Must have the patience to assist vendors through the process.

· Responsible for updating and managing official AP forms and templates

· Maintains confidentiality regarding all CCRTA-related business information and personnel issues.

· Establishes & maintains effective and professional working relationships with those contacted in the course of work.

· Performs other duties as assigned.

Qualifications include:

Knowledge, Skills, & Abilities of:

· Accounts payables procedures, accounting systems, and cash management practices.

· Financial audits and banking practices.

· Automated accounting, spreadsheet, database and word processing software.

· Basic knowledge of recordkeeping, accounting and budget practices and procedures.

· Effective time management.

· Modern office procedures, methods, office and computer equipment.

· Communication effectively verbally and written communication in English to include usage, spelling, and vocabulary.

· Analytical and problem-solving skills.

· Excellent interpersonal relationships and teambuilding skills; and

· Balance vendor accounts.

· Create and maintain reports using computer software.

· Follow directions and meet established deadlines.

· Communicate effectively verbally and in writing.

· Willingly foster a positive work environment.

· Provide service in a courteous and professional manner.

· Multi-task and work with a diverse group of people.

· Exercise independent judgment and responsible decision making.

· Understand and follow oral and written instructions; and

· Comply with Corpus Christi Regional Transportation Authority policies and procedures.

· Basic math skills.

· Operate a variety of office equipment including a computer, calculator, copier, facsimile machine, and shredder.

· Data entry at a speed necessary for successful job performance.

· Mathematical and ten-key calculator skills.

· Proficiency in Microsoft Excel and/or similar spreadsheet application(s); and

· Proficiency in Microsoft Word and/or similar word processing application(s).

· Proficiency in creating pdf form templates

· Maintain a dependable attendance record.

· Complies with Corpus Christi Regional Transportation Authority policies and procedures and local, state and government regulations

Physical Requirements:

Standard physical activity includes, but is not limited to, sitting, prolonged standing, walking, bending, reaching, twisting activities. Essential & marginal functions require maintaining physical conditions necessary to push or pull loads up to 50 lbs. (money canisters) and carry/lift up to 20 lbs. daily to include possessing manual dexterity to skillfully perform the job functions

Working Conditions:

Works primarily in a typical, climate-controlled office environment and in a secure counting room when serving as back-up to Revenue Counter position. Average amount of overtime and extended work hours are required. The noise level in the work environment is usually moderate. While performing the duties of the job, the employee occasionally works in outside weather conditions.

It is CCRTA’s business philosophy and practice to provide reasonable accommodation to the known physical or mental disabilities of qualified individuals, according to applicable state and federal law. To request reasonable accommodation regarding application for employment or the performance of the essential functions of your job, please contact the Human Resources Department at (361) 903-3524.

Experience and Training Requirements:

This position requires any equivalent combination of the following training, education and experience that provides the individual with the required knowledge, skills, and abilities to perform the job.

· Education: Associate degree from a two-year college or accredited business school.

· Experience: Minimum four (4) years’ work accounts payable; prefer governmental background

· License or certificate: Possession of an appropriate, valid TX Driver’s License on the date of application as required for position to operate CCRTA vehicles.

· Other Requirements: Must be at least 18 years of age. Any job offers and continued employment is contingent upon completing and passing a pre-employment job agility evaluation, non-DOT physical, drug and alcohol screen and background investigation with not more than two moving violations or accidents in the past three years, no more than one DWI/DUI in a lifetime, and no DWI/DUI in the past five years.

CCRTA is proud to be an Equal Employment Opportunity Employer, supporting diversity in the workplace.

M/F/D/V

Job Type: Full-time

Pay: $23.30 - $37.97 per hour

Expected hours: 40 per week

Benefits:

• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Life insurance
• On-site gym
• Opportunities for advancement
• Paid time off
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Corpus Christi, TX 78405 (Required)

Ability to Relocate:

• Corpus Christi, TX 78405: Relocate before starting work (Required)

Work Location: In person

Salary : $23 - $38