Purchasing Accounting Specialist

Starting Salary $50,000

Reports To: Senior Accountant

Purpose and Scope: Performs bookkeeping and purchasing functions relevant to all lines of business, following established guidelines and accounting principles. This role will focus full-time on purchasing, managing vendor relationships, and ensuring accuracy and efficiency in procurement-related processes.

Essential Functions: 

• Coordinates purchasing activities, including obtaining quotes, creating purchase orders, and maintaining vendor records.

• Serves as the primary point of contact for vendors, ensuring timely communication, professionalism, and strong relationship management.

• Reviews and verifies invoices, ensuring alignment with purchase orders and budget guidelines.

• Maintains organized purchasing documentation and tracks the status of all open and completed orders.

• Coordinates the processing of returned checks, receives and verifies all returned checks and dishonored items from the bank and third-party vendor.

• Prepares letters to notify clients of returned checks and responds to questions regarding returned checks and dishonored items.

• Reconciles and distributes business tax receipts, adult entertainment, tourist development taxes, and hunting and fishing fees.

• Prepares journal entries or invoices for allocation adjustments.

• Reconciles and processes motor vehicle, vessel, and driver’s license, business tax, and tourist development tax refunds.

Qualifications and Experience: 

• Demonstrated purchasing experience and familiarity with working with vendors.

• Strong communication and email etiquette skills with the ability to interact professionally with internal and external stakeholders.

• Exceptional attention to detail and organizational skills, with the ability to manage multiple existing and new vendors effectively.

• At least 60 hours of college-level coursework in bookkeeping or basic accounting; supplemented by two (2) years of previous experience and/or training in accounting, bookkeeping, account reconciliation, office administration, or procurement; or an equivalent combination of education, training, and experience.

• In accordance with Florida Statute 322, selected applicants must:

  • Possess a valid Class E or higher driver’s license (not a learner’s permit).

  • Be at least 21 years of age.

  • Have no cancellations, suspensions, or revocations of driving privileges for at least three (3) years prior to employment.

  • Maintain a driving record with no more than three (3) chargeable motor vehicle crashes or any violation defined in Chapter 316, Florida Statutes, during any consecutive three-year period of employment.

• Applicants being considered for employment will be required to:

  • Submit to a fingerprint-based background investigation, including a check of the FBI criminal history records.

  • Meet the background standards outlined in Florida Statute 435.04 and Federal Regulations 384.228 and 1572.103.

Critical Competencies for Success:

Interpersonal Skills:

• Strong commitment to client service (internal and external).

• Communicates complex thoughts, ideas, and concepts effectively to ensure understanding.

• Self-motivated and results-oriented; a self-starter driven to succeed in a fast-paced environment.

• Demonstrates a sense of urgency and commitment to achieve goals.

• Takes initiative to proactively address client concerns and issues.

Learning:

• Proactively seeks opportunities to learn and practice new skills.

• Quickly applies new concepts and information.

• Adapts easily to statutory changes and procedural updates.

Teamwork:

• Works cooperatively and respectfully with others.

• Listens actively and is open to team members’ ideas.

• Offers constructive feedback and willingly assists colleagues.

Critical Thinking:

• Calculates and interprets data accurately, making sound judgments about subsequent actions.

• Utilizes a wide range of reference materials and resources effectively.

• Performs mathematical functions, including percentage calculations.

• Executes pre-defined duties while exercising prudent judgment in varied circumstances.

Work Conditions

Physical Ability:

Tasks require the ability to exert light physical effort in sedentary to light work, with periodic walking, bending, stooping, and some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements:

Some tasks require the ability to perceive and discriminate visual cues or signals, and to communicate orally and in writing.

Environmental Factors:

Performance of essential functions may require exposure to adverse environmental conditions, such as rude/irate clients, or weather conditions including sun exposure.

This position requires occasional evening hours, and infrequent weekend hours.