Description

Position Description

Seattle City Light, a department of the City of Seattle, is one of the nation's largest municipally owned utilities in terms of the number of customers served. Over the years we have worked very hard to keep Seattle's electricity affordable, reliable, and environmentally sound. Today, City Light is a recognized national leader in energy efficiency and environmental stewardship.

The Transmission & Distribution division is looking for an Administrative Specialist I to join their team. The work includes supporting on-site management and personnel with accounts payable review, reconciling and processing of invoices. The work of this class requires advanced knowledge of general office practices and procedures and requires comprehensive knowledge of departmental or program policy/procedures. Assignments are completed independently with minimal guidance, and some work assignments require handling complicated tasks where the cost of correcting errors would be substantial in either time or money. The work requires solving special problems and making reliable decisions. Only sensitive issues and problems are referred to management or supervisor. This position will report to the Administrative Support Supervisor and will work onsite at various locations 5 days a week.

Job Responsibilities

Here is more about what you'll be doing:

• Research and reconcile supplier statements to identify and resolve unapplied cash balances, open invoices, and outstanding credits.
• Establishing, creating and following up on purchase orders to ensure appropriate funding.
• Verify that Accounts Payable has received all invoices and credit memos reflected on supplier statements; identify discrepancies between billed and paid amounts.
• Communicate with suppliers to obtain missing invoices and credit memos; identify and correct instances where suppliers are sending invoices to incorrect addresses or contacts.
• Respond to supplier and employee inquiries regarding payment status, providing timely and accurate information.
• Maintain and update records in Excel spreadsheets and the Statement Matching software system to ensure accurate tracking of reconciliation activities.
• Upload PDF invoices into the document capture system, record received dates, and release documents into the Webform Recognition system for processing.
• Perform other accounting support duties as assigned.
• This position works under minimal day-to-day supervision, independently researching and analyzing financial data, solving problems, making reliable decisions, and presenting findings upon which important or costly decisions may be based.

Qualifications

Required Qualifications:

Requires one year of office clerical support experience (or a combination of education, training, and/or experience which provides evidence of the ability to perform work of the class).

Work Environment/Physical Demands

Work is performed in an office environment.

Desired Qualifications - You will be most successful if you have the following experience, skills, and abilities:

• 3 years of accounts payable experience.
• Experience utilizing multiple software platforms to review and reconcile.
• Strong professional communication skills both written and verbally.
• Self-starter with the ability to work independently, manage competing priorities, and consistently meet deadlines.
• Demonstrated ability to provide excellent written and verbal customer service with strong follow-through and follow-up skills.
• Proficiency in Microsoft Excel, including sorting, filtering, data organization, formulas, and creating reports.
• Strong analytical and problem-solving skills with the ability to research discrepancies, identify root causes, and recommend solutions.
• Attention to detail and accuracy in financial data entry, record-keeping, and reconciliation tasks.
• Effective interpersonal and communication skills for working collaboratively with suppliers, internal departments, and team members.

Additional Information

Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Emergency Response Commitment: Seattle City Light is committed to reliable service during emergencies. Through our Emergency Response Program, each employee is assigned a role—usually aligned with their regular duties—to support emergency operations. Your participation is required and vital to helping the utility stay prepared and serve our community when it matters most.

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The full salary range for this position is $34.32 to $38.25 per hour.

Application Process

You will be required to submit the following with your online application:

• A cover letter in which you clearly describe how your knowledge, experience, skills, and abilities prepare you for the job responsibilities and qualifications outlined in the job announcement
• A current resume of your educational and professional work experience.

Who May Apply: This position is open to all candidates that meet the qualifications. Seattle City Light values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. Seattle City Light encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, and those with diverse life experiences.

Job offers are contingent on the verification of credentials and other information required by the employment process, including the completion of a background check. The background check will involve a criminal history check, which includes conviction and arrest records in compliance with the Seattle's Fair Chance Employment Ordinance, SMC 14.17and the City of Seattle Personnel Rule 10.3. A driving history review may be conducted in compliance with SMC 4.79.020.Applicants will be provided an opportunity to explain or correct background information.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans.

Want to know more about Seattle City Light? Check out our web page: https://www.seattle.gov/city-light/about-us/careers.