Accounts Payable Specialist JobID: 5930
Position Type:
Administrative/Secretarial/Clerical/ Accounts Payable
Date Posted:
12/11/2024
Location:
District
POSITION TITLE: Accounts Payable Specialist IMMEDIATE SUPERVISOR: Supervisor of Business Services SUMMARY: This position performs a variety of duties in the processing of accounts payable for the District. Duties include processing purchase orders and invoices for payment; performing data input; responding to employee and supervisor questions and resolving routine issues; preparing required reports; maintaining related records. ESSENTIAL FUNCTIONS/DUTIES:
Process approved purchase orders. Includes tracking the balances of open purchase orders and matching the purchase order to the appropriate vendor invoice.
Process and pay vendor invoices and electronic payments in accordance with established guidelines and payment schedule; includes verifying funding codes, coding capitalized asset purchases, and ensuring proper supporting documentation as required by independent auditors.
File and archive Accounts Payable documentation to ensure an audit trail and compliance with government regulations including W-9 requirements.
Process warrant stop payments and/or voided warrants ensuring a proper audit trail.
Assist departments/schools and vendors and with requests for information; researches and resolves discrepancies and/or erroneous data.
Prepare and submit a variety of reports and/or statistical data including the List of Bills summary for the Board of Directors and the legal publication of bills for the local newspaper.
Remain current on new legislation and regulatory ruling impacting accounts payable. Ensure adherence to requirements.
Encourage and implement continuous improvement measures within accounts payable.
Perform routine office activities which may include making copies; filing; sorting; processing incoming department mail; faxing or scanning and emailing documents as well as other related activities.
Create and maintain effective vendor relationships through timely payments and excellent customer service.
Maintain a variety of fiscal information, files and to provide an up-to-date reference and audit trail for compliance.
Research discrepancies of financial information and/or documentation (e.g. invoices, expense reports, etc.) to ensure accuracy and adhering to procedures prior to processing for action.
Regular and reliable attendance.
GENERAL DUTIES:
Answer incoming telephone calls, screen calls, take messages or field/answer routine and non-routine questions. Answer routine correspondence.
Participate in administrative staff meetings and attend other meetings or seminars.
Assist with annual audit as necessary.
Perform other related duties as required and assigned.
PROFESSIONAL STANDARDS:1. Quality of Work(Work is correct, precise, and neat; confidentiality is maintained, as job requires; work product presents positive/professional appearance.)2. Quantity of work(The amount of work performed is evidence of high productivity; industrious; carries fair share of workload; seeks additional tasks.)3. Knowledge of job(The job and job-related responsibilities are well understood and reflected in job performance; exhibits continuous improvement and ongoing learning.)4. Creativity/Problem Solving(Offers new ideas; suggests innovative and better ways of performing necessary tasks.)5. Interpersonal Skills(Works collaboratively with others; courteous; polite; pleasant; promotes positive image in contacts with co-workers and district's customers.)6. Dependability(Completes work in a timely fashion; reliable; punctual; consistent attendance; stable and calm in a crisis or an emergency; works independently.)7. Professional Appearance(Dress is acceptable for the job; appears clean, well-groomed and “professional.") 8. Organizational Skills(Exhibits ability to prioritize work; organizational skills enhance job productivity.) 9. Technical Skills(Exhibits proficiency in and uses required computer applications to maximize efficiency.) 10. Written/Verbal Communication(Convey information and ideas accurately and clearly to meet the needs of the reader, transfers thoughts and ideas into speech and presents clearly.) 11. Managing Change/Adaptability(Demonstrates good understanding of organizational changes and communicates support for such change.) 12. Professional Approach(Professional, positive, and helpful approach with customers. Displays loyalty toward the organization. Demonstrates a capacity to understand customer (internal and external) requirements and produces a professional level of service that is satisfactory.)13. Flexibility(Demonstrates openness to new organizational structures, procedures, technology. Willingly takes direction and will modify one’s preferred way of doing things.) SUPERVISORY RESPONSIBILITIES:N/A MINIMUM EDUCATION OR EXPERIENCE:High School DiplomaPrevious experience in accounts payable. LICENSURE OR CERTIFICATION:N/A KNOWLEDGE, SKILLS, AND ABILITIES:(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Knowledge of arithmetic/mathematics including fractions, percents, and/or ratios and ability to choose the right methods or formulas to solve problems.
Knowledge of accounting/bookkeeping principles; budget and fiscal procedures.
Ability to perform complex bookkeeping/accounting procedures.
Working knowledge of accounts payable and general accounting procedures.
Proficiency in data entry and management.
Ability to upgrade skills in order to meet changing job conditions.
Ability to utilize data requiring independent interpretation of guidelines, and effective problem-solving methods.
Ability to communicate with diverse groups, work with frequent interruptions and detailed information and meet deadlines and schedules while adapting to changing priorities.
Strong organizational skills.
Ability to maintain confidentiality in daily operations.
Strong communication skills (written, verbal, etc.) and the ability to work effectively with vendors, employees, and administrators.
Possess a high level of interpersonal skills and demonstrate poise, tact, and diplomacy to handle sensitive and confidential situations.
Convey a positive, professional, and helpful image.
Working knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software (MS Word, Excel, PowerPoint, etc.).
Continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
Must be able to work in a fast-paced environment with demonstrated ability to handle multiple competing tasks and demands.
PHYSICAL DEMANDS:(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.) While performing the duties of this job, the employee is regularly required to stand, walk, speak, sit, and hear. The employee is regularly required to make keyboard entries in a computer and must have manual dexterity required to use the telephone, calculator, and a computer keyboard/mouse. Employee will sit for long periods of time. The employee is occasionally required to reach with hands and arms, stoop kneel, or crouch. Specific vision abilities required by this job include close vision and depth perception. The employee is occasionally required to lift and/or move up to 15 pounds. A physical examination is required within 30 days of employment verifying that the employee is physically able to perform the functions of the assigned job with or without reasonable accommodations. WORK ENVIRONMENT:(The work environment characteristic described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.) Tobacco-free and drug-free, climate-controlled working and learning environment. Noise level in the work environment is usually moderate; however, due to the number of persons working in a limited amount of space, there can be distractions. Position demands meeting deadlines with severe time restraints.
The statements in this job description 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 in this position. These statements are not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his or her supervision.