Accounts Payable Specialist

General Description

Responsibilities & Duties

• Responsible for invoice process and payments and ensures approvals from appropriate department director and accurate budget distribution code relieving the encumbrance if necessary.
• Verifies for accuracy and matched purchase order, receiving documents, invoice, and if there are any discrepancies, verifies and communicate with the appropriate department all correction necessary for timely and prompt correction.
• Manages invoice transfers to MIP, and provides reports on invoice details for review by the Staff Accountants or Deputy Health Financial Officer.
• Maintains filing system for checks and accompanying paperwork paid to vendors if necessary.
• Provides a report to Health Deputy Financial Officer to double check invoice amounts, GL coding, and correct vendor.
• Responsible for Health Finance mail collection, distribution and mail log for all incoming and outgoing mail, checks and correspondence.
• Responsible for producing Accounts Payable unposted general ledger transaction report and packet for weekly check run and verify its accuracy and completeness.
• Reconcile finance credit card statements and ensure that all charges has approved requests and supporting documentations.
• Scans, renames, and attach general journal entries to accounting system.
• Responsible for accounts payable accrual at the end of year for audit to ensure matching principle is accurate and applied consistently.
• Responsible for receiving visitors, in person and by phone for the Health Finance department
• Handles all incoming and outgoing mail, bank deposits, and errands as assigned.
• Receives all funds for deposit, including from all departments, and prepares for delivery to Staff Accountant I.
• Establishes, develops, maintains and updates filing system for the department as needed; retrieves information from the filing system when needed and maintains and updates for file retention.
• Schedules and organizes department’s weekly activities such as meetings, travel, conferences and department activities for all member of the Health Finance Department.
• Contacts individuals and department director for check pickup and distributes checks as requested.
• Maintain and order office supplies for Health Finance staff as requested.
• Other duties as assigned.

Education Requirements & Qualifications

• Associates Degree preferred.
• Minimum of two years of professional or technical administrative experience in business or public administration or an equivalent combination of education and experience.
• Experience in lieu education may be considered on a year for year match.

• Knowledge of methods, practices, documents and terminology used in financial and accounting record keeping; practices and procedures of basic governmental budgeting and accounting; fundamental accounting and internal control policies and procedures; standard office practices and procedures.
• Ability to communicate effectively orally and in writing; ability to relate well with co-workers and the general public.
• Ability to adjust to changing conditions.
• Must be able to keep on schedule, set priorities and exercise sound judgment within established guidelines.
• Must be able to operate a calculating machine and other standard office equipment.
• Must be computer literate required (Windows operating systems – Microsoft Word, Excel).
• Must have a valid Oklahoma Driver’s License
• Must be able to pass a background check and drug screen.

• Must be able to sit, stand, stoop, bend or kneel for long periods of time.
• Sitting or standing or walking for long period of time; occasional bending, squatting, kneeling, stooping; good finger dexterity and feeling; frequent repetitive motions; talking hearing and visual acuity.
• Frequent lifting (up to 15 lbs)
• Occasional lifting (up to 30 lbs)