Administrative Assistant

Date posted: January 16, 2026

Pay: From $24.92 per hour

Job description:

We are seeking Administrative Assistant that has Accounting experience. This would include some of the following responsibilities:

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Processes invoices, purchase orders, contracts and all other payment request types. Reviews all submissions for accuracy, required authorizations and compliance with City policies and external audit compliance.
• Maintains pending payment files; monitors payment terms and due dates; notifies departments of pending and past due items; prompts departments and vendors for necessary action. Assembles unpaid invoice detail for submission directly to Department Director for inclusion in monthly “Over 45 Days Report”.
• Takes additional steps to identify missing invoices and misapplied payments by reviewing statements and researching past due amounts.
• Identifies discrepancies, if any, between vendor invoices, purchasing authorization and City policies. Determines action required to resolve discrepancy. Communicates issues to vendors and appropriate departments. Documents actions taken and steps needed for problem resolution and follows through to discrepancy resolution.
• Responds directly to vendors, citizens and other departments regarding inquiries and complaints. Provides information, interpretation of procedures and independently determines course of action needed to resolve all payment issues.
• Works directly with Accountants to verify appropriate payment request format, payment amount and budget year.
• Inputs data on a daily basis into the City’s ERP system; maintains daily and cumulative balances; reconciles work of multiple staff members with computer generated report totals.
• Controls, coordinates and produces large, weekly accounts payable check run. Prepares manual checks when needed. Generates check production runs and reviews reports for accuracy. Updates final postings to general ledger.
• Tests and implements new accounting packages, check writing software and all vendor upgrades affecting the Accounts Payable system.
• Prepares monthly sales tax returns and appropriate supporting documentation for Accountant review and approval. Remits sales tax return and payment electronically to State.
• Assembles purchase and usage documentation to support monthly fuel inventory. Independently resolves discrepancies as appropriate.
• Assembles monthly supporting documentation for postage and monthly fuel consumption for City vehicles and equipment. Assembles documentation for retail fuel sales at City Marina and calculates profit on sales. Resolves discrepancies, if any, with division’s personnel.
• Prepares and enters journal entries into City’s ERP system for above activities. Submits entries to Accountant for review and update.
• Prepares and remits quarterly fuel tax returns with supporting documentation to State. Follows up to ensure payment is subsequently received.
• Prepares State of Florida tag and title work for all new and confiscated City vehicles and equipment; verifies receipt of funds and processes title transfers for all City vehicles auctioned or otherwise disposed of. Monitors receipt of tags and titles and distributes to appropriate division(s) upon receipt.
• Reviews requests for miscellaneous fee refunds for compliance with City policies. Ensures appropriate charges are levied prior to issuance of refunds.
• Must effectively and positively represent the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Must maintain effective and professional relationships with work colleagues, supervisors and managers.

Schedule:

• Work schedule from 9am – 4:30pm, Monday through Thursday.

Job Types: Full-time, Temporary

Work Location: In person