Accounts Payable Specialist

Accounts Payable Specialist This position is located in Holly Springs, N.C. Position Summary Due to an upcoming retirement, The Town of Holly Springs is searching for an Accounts Payable Specialist to serve in the Finance department. The Accounts Payable Specialist is responsible for coordinating and overseeing the Town's accounts payable functions, ensuring accurate and timely processing of invoices, payments, reconciliations, and vendor records. This role also provides training and support to other departments, assists with audits and financial reporting, and serves as backup for payroll when needed. Supervisory Relationships Reports to the Accounting and Finance Manager. Works independently with general guidance from the Accounting and Finance Manager to ensure coordination of objectives and priorities of the department. Incumbent has no supervisory responsibilities. The work schedule is business hours with occasional evenings and weekends. The starting annual salary range is approximately $51,521.71-$57,773.88 -depending on qualifications (Grade F). Essential Functions The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned. Coordinate the compilation, verification, coding, processing, and payment of Accounts Payable invoices, ensuring compliance with laws, policies, and general ledger requirements. Provide training and support to Town departments regarding accounts payable processes. Ensure timely and accurate payments in accordance with Town policies and procedures. Maintain and properly file all financial and accounting records related to accounts payable. Assist with the processing of purchase orders as needed. Maintain accurate vendor files, including contact information, banking details, and W-9 tax documents. Receive and route invoices and account statements to departments and directors for approval and batching. Verify the accuracy of account codes to ensure proper budget assignment. Oversee posting, balancing, and reconciliation of invoices and accounts payable data Enter journal entries related to accounts payable; ensure proper internal controls and compliance with established policies. Verify all vendor invoices against payment registers and resolve discrepancies in accordance with procedures. Prepare, issue, and distribute payments by check or electronic transfer. Responsible for voiding, stop payments, and reissuance of vendor payments per policy and daily banking exceptions. Communicate professionally with vendors to address invoice inquiries, discrepancies, and payment details. Enter expenditure data into the financial accounting system. Process, verify, reconcile and record all Town purchasing card transactions in a timely manner. Maintain records for monthly sales and use tax reporting and annual sales tax refund reporting and prepare related sales tax returns. Complete monthly accounts payable reconciliations. Attend trainings, seminars, and meetings to stay current on local government accounting practices and relevant laws. Accurately process annual Federal 1099 tax forms. Research information and prepare annual unclaimed property reporting. Assist with month-end and year-end closing processes. Provide supporting documentation for internal and external audits. Work with management and team on continuous team process improvement. Performs special projects, including compiling results and recommendations when required. Provide backup support to Payroll Specialist as needed and support other department personnel as assigned. Perform other related duties as assigned. Knowledge Skills and Abilities Knowledge of accounting, budgeting, and auditing principles (including GASB rules and GAAP standards) and methods in their application to a government accounting system. Knowledge of governmental accounting and auditing methods, procedures, and financial practices. Knowledge of Town programs, funding sources, and specific regulations governing expenditures and revenues. Skill in analyzing complex administrative information and issues, defining problems and evaluating alternatives and recommending methods, procedures and techniques for resolution of issues. Ability to develop, interpret and implement regulations, policies, procedures, written instructions, general correspondence, and other department specific documents. Ability to instruct and train in methods and procedures. Ability to establish and maintain accurate records of assigned activities and operations. Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations. Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority. Ability to perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision. Ability to think quickly, maintain self-control, and adapt to stressful situations. Knowledge of current office practices and procedures. Knowledge of computer software consistent for this position, including Microsoft Excel, Outlook, Teams, and Word. Ability to perform mathematical calculations required of this position. Ability to communicate clearly, concisely and effectively in English in both written and verbal form. Skill in researching and understanding complex written materials. Ability to prepare and maintain accurate and concise records and reports. Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations. Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing. Ability to handle sensitive interpersonal situations calmly and tactfully. Ability to maintain professionalism at all times. Ability to maintain effective working relationships with individuals within and outside the organization. Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provisions of open records laws and other applicable State and Federal statutes and regulations. Ability to work the allocated hours of the position and respond after hours as needed. Physical and Work Environment The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee's supervisor. This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms. Work has standard vision requirements. Vocal communication is required for expressing or exchanging ideas by means of the spoken word. Hearing is required to perceive information at normal spoken word levels. Work requires preparing and analyzing written or computer data and observing general surroundings and activities. Work has no exposure to adverse environmental conditions. Work is generally in a moderately noisy office setting. Minimum Required Qualifications Three (3) years' experience in accounts payable Associate's degree from an accredited college or university in accounting and/or a combination of education and related experience. Other Requirements Must pass background and criminal history checks. Most possess a valid driver's license.

Created: 2026-03-04