Sr. Management Assistant
: Job Details :

Overview The Sr. Management Assistant is responsible for processing construction pay estimates and invoices in a timely manner while following best practices and being in compliance with city/state policies and procedures. The Sr. Management Assistant will reconcile and process payments, develop financial reports, manage the tracking log, and perform comprehensive research to provide staff and vendors information on payments. This is a highly analytical position that involves expertise in accounts payable to perform special projects. Responsibilities Reconcile and process vendor payments, including construction pay estimates, using e-Builder and INFOR accounting systems Reconcile vendor statements, research and correct discrepancies Develop and edit payment memos Maintain accurate back-up documents and guarantee that all unpaid invoices are paid Oversee a variety of special projects assigned to the Accounts Payable department; this includes, but is not limited to, processing IDIQs, closeouts, coordinating with Contracts and Funds Administrators and other departments the allocation of funds if not available, performing payments audits, and comprehensive research to answer complex questions from staff and vendors Responsible for identifying different areas of improvement related to the usage of new software Will work closely with the IT staff on scheduling trainings for the Accounts Payable department Should be an expert in the e-Builder/INFOR sections used by Accounts Payable Maintain the tracking log of invoices and construction pay estimates, and coordinate data entry with the rest of the accounts payable team Collect and ensure time sheets are submitted on a weekly basis Develop reports of payments for different vendors and staff Support the Front Desk in the Engineering Department, including but not limited to, administering all incoming calls, scribe and retrieve messages, and greeting external customers and City Employees Procure and distribute mail and material deliveries Performs other related duties and fulfills responsibilities as required. Position Type and Typical Hours of Work Exempt - Full-Time Flexibility to work evenings, weekends, and holidays is a schedule requirement In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change. Minimum Qualifications Bachelor's degree Three (3) years of experience; Education can be substituted with six (6) years of experience Licenses and Certifications Required A valid driver's license is required; successful out-of-state candidates must be able to obtain a valid Texas driver's license within 90 days of hire Employment Testing Employment is contingent on passing any post-offer pre-employment screening as listed below: Criminal Background Check: Yes Motor Vehicle Record Check: Yes Drug Screening: Yes Physical Exam: Yes Basis of Rating A recruitment consultant will evaluate all applications against the posted qualifications. The city may also conduct additional skill assessment tests, in addition to the panel interview. Supplemental Information Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position with the City of Corpus Christi. The City of Corpus is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.