Specialist - Accounts Payable

ROLE AND PURPOSE:

To process payments in compliance with local, state, and federal policies and procedures in a timely and accurate manner. Strong communication and organization skills with great attention to detail to ensure accurate and timely processing of accounts payable invoices, payments, and accounts. Works collaboratively with department staff for the shared responsibility of ensuring District liabilities are paid accurately, completely, and timely.

QUALIFICATIONS:

Education/Certification:

• High School Diploma required.

Experience:

• Three years of Accounts Payable, Accounting, or Finance experience required
• TEAMS or other accounting software experience is preferred
• General knowledge of W9 and 1099 forms and processing preferred

SPECIAL KNOWLEDGE/SKILLS:

• Excellent data entry, 10-key by touch, and oral and written communication skills
• Basic knowledge of Accounting debits and credits
• Proficient in technology (Microsoft Excel, Word, PDF
• Basic understanding of school district or government accounting and purchasing procedures
• Number sense, math, reconciliation
• Organizational skills
• Excellent communication skills, including oral and written

MAJOR RESPONSIBILITIES AND DUTIES:

I. ACCOUNTING, DATA ENTRY, & REPORTS:

• Receive and review all accounts payable invoices, purchase orders, receipts, credit cards, utilities, credit memos, and vendor information for accuracy, completeness, and compliance in a timely manner before processing all invoices.
• Apply the three-way match verification to ensure invoices, purchase orders, and receiving information match prior to payment processing. Review all invoices to ensure they are properly coded and matched to the correct purchase order.
• Detect, identify, and resolve problems with incorrect orders, invoices, shipments, and vendor statements as needed to ensure timely payment of all invoices.
• Ensure all batches are completed, and invoices are posted and paid in a timely manner, including, but not limited to, resolving validation errors, avoiding duplicate payments, and preventing overpayments.
• Review invoices to determine if a discount should be taken.
• Communicate and collaborate with departmental team members, District staff, and vendors in a professional manner to solve outstanding issues.
• Communicate and collaborate with vendors regarding payment status and discrepancies.
• Input data into the accounting system and internal reporting forms and documents.
• Report daily processing status to Accounts Payable Specialist II and Accounts Payable Manager.
• Prepare correspondence, forms, manuals, reports, and payment authorizations following district standards and requirements.
• Compile, maintain, and file all reports, records, and other documents as required.
• Receive incoming calls and emails, answer questions, and direct calls and emails to the proper party
• within 3 business days.
• Follow district safety protocols and emergency procedures.

II. OTHER DUTIES:

• Perform other duties and/or assignments as requested by the manager.

III. SUPERVISORY RESPONSIBILITIES:

• None.

IV. WORKING CONDITIONS:

MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment, including computers and peripherals; standard instructional equipment.
• Posture: Moderate standing; occasional kneeling, squatting, bending, and stooping
• Motion: Moderate walking
• Lifting: Regular light lifting and carrying (less than 15 pounds)
• Environment: Work inside and outside (exposure to sun, heat, cold, and inclement weather); exposure to noise
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress, with frequent interruptions.