Accounts Payable Specialist - Mayor's Office of Education

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Mayor’s Office of Education brings a unified vision and organizing strategy to advance Mayor Parker’s vision of a world-class system of education for Philadelphians of all ages and socioeconomic backgrounds.  

MOE develops policies and programs, implements mayoral initiatives, and facilitates collaboration across city departments and education institutions to support success for Philadelphia learners from kindergarten through adulthood. Focus areas include   

K-12 education, career readiness and workforce development, post-secondary and adult education. MOE advocates for policies that enhance learning opportunities and works to secure funding for educational programs.  

Position Summary 

The Accounts Payable Specialist is responsible for directly overseeing the accounts payable process for the Mayor’s Office of Education. This position manages the full accounts payable cycle from receipt of invoices to payments; including coding invoices, matching purchase orders, obtaining approvals, and entering invoices into ADPICS/FAMIS for posting. Duties include invoice processing, matching purchase orders, obtaining invoice approval for vouchers related to procured goods and services; and other duties as assigned. This position also troubleshoots errors with invoices, and coordinates with Finance and Program Managers to correct the errors; as well as research status of payment inquiries. Assignments are received from, carried out for, and reported to the Fiscal Manager.  

Essential Functions 

• Manage the full accounts payable cycle from receipt of invoices to payments; including coding invoices, matching purchase orders, obtaining approval, and entering invoices into ADPICS/FAMIS for posting.  

• Process employee expense reports, including employee verification of receipts  

• Maintains departmental records of vendor billings and payments and responds to inquiries on payment status.   

• Ensure all accounts payable policies and procedures are adhered to.  

• Resolves payment problems such as invoice discrepancies, and tax non-compliance; contacts department staff and vendors to provide updates specific to payment inquiries.  

• Investigates and communicate discrepancies to department submitting invoice.  

• Performs other duties as required. 

Required Competencies, Knowledge, Skills, and Abilities 

*ADPICS/FAMIS experience preferred  

• Experience with problem solving and data analysis  

• Strong organizational skills and attention to detail  

• Self-starter with flexibility to both work independently and as part of a team  

• Fluency in Microsoft Office Suite including Excel 

• Strong interpersonal skills with the capacity to collaborate across diverse teams and city departments  

• Strong communication skills  

Completion of an Associate’s degree program, or equivalent certificate program, at an accredited college or university preferred. HS Diploma required.  

• Two to four years or more of applicable work experience.  

• Experience working in a large governmental environment preferred.  

We value diverse experiences and are open to flexible qualifications. If you are passionate about this role and meet some of the key criteria, we encourage you to apply. 

TO APPLY: Interested candidates must submit a cover letter, resume and references.

Salary Range: 45,000 - 55,000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to [email protected].

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx