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Charlotte Area Transit System · 11 hours ago

Administrative Assistant - Facility Operations/Accounts Payable

Dilworth

Full-time

Onsite

Entry Level

$24/hr - $29.81/hr

2+ years exp

The City of Charlotte is seeking an Administrative Assistant for the Facility Operations Division of the General Services Department. This position will perform a broad range of administrative duties with a heavy focus on accounts payable, supporting the management and maintenance of City-owned facilities.

Transportation/Trucking/Railroad

Responsibilities

Reviews all invoices for appropriate documentation and approval prior to payment

Responsible for clearing invoices from the Match Exceptions Que within a timely manner

Submit employee reimbursement requests into Workday

Process, audit and assist trade staff with monthly purchase transactions and invoices

Creates and assigns service orders in Cityworks

Reconcile vendor statements, research and correct discrepancies

Process and compile various reports and documentation for internal departmental billing

Maintain files and documentation thoroughly and accurately, in accordance with City policy and accepted accounting practices

Orders supplies; supports department inventory activities

Reconcile processed work by verifying entries and comparing system reports to balances. Charge expenses to appropriate PL/GL by analyzing invoice or expense reports; record entries

Respond to vendor inquires. Coordinate vendor payments; resolve purchase order, contract, invoice or payment discrepancies and documentation

Creates requisitions for purchase of goods and services in Workday

Provide backup for general office needs, including payroll entry, information requests, and answering phones

Perform other administrative duties as assigned

Qualification

Accounts PayableMicrosoft OfficeWorkdayCityworksBasic Accounting PrinciplesProblem SolvingCommunication SkillsOrganizational SkillsCustomer FocusedTeamwork

Required

The ability to work well independently and as part of a team in a fast-paced, high-volume environment with an emphasis on accuracy and timeliness

Proficiency with Microsoft Office, in particular Word and Excel

Excellent problem solving and verbal and written communication skills

Customer focused, dedicated to meeting the expectations and requirements of internal and external customers

Relates well to a wide variety of individuals

A good understanding of general administrative processes, trends and best practices

Knowledge of basic accounting principles, data analysis and research and resolution skills

Good organizational skills with the ability to prioritize and use his/her time effectively and efficiently

An Associate's degree in accounting, finance, business administration, or related field or equivalent combination of education, work experience, and relevant industry/job specific knowledge, skills, and/or certifications may be considered

Preferred

A Bachelor's degree in accounting, finance, business administration, or related field and two years (2) of related administrative experience in a large office setting

Experience with accounting, facilities management and human resource work systems: Workday and Cityworks preferred

Adaptable to changing business conditions, new ideas and methods. Prior change management or process improvement experience preferred