What are the responsibilities and job description for the Accounts Payable and Purchasing Specialist position at Family Service & Guidance Center?
Department: Finance Job Status: Full Time
FLSA Status: Non-Exempt Reports to: Chief Financial Officer
Positions Supervised: None Amount of Travel Required: Minimal
Work Schedule: Monday - Friday
ESSENTIAL FUNCTIONS
- Order office supplies and equipment for all locations as well as maintaining the office supply inventory for the Agency.
- Prepare daily deposits and post all client payments received through the mail to the electronic medical record system.
- Review for accuracy all requests for payments and process payments on a timely basis, once per week.
- Assist with the monthly grant reports and audit reports. This may include program expense spreadsheets, continuing education utilization and monthly transportation reports.
- Maintain all logs and cost sheets for the Agency vehicle fleet.
- Maintain a log of all items stored offsite (e.g. at Iron Mountain).
- Assist with scheduling and registration for staff member’s seminars and/or travel.
- Obtain or assist with obtaining monthly copy counts and submitting them to the various leasing companies.
- Calculate bi-weekly lunch count sheets and provide to payroll processor prior to each payroll cycle.
- Gather information and/or otherwise assist with the annual financial audit as requested by the CFO or Staff Accountant.
- Maintain a working relationship with any vendors as necessary in order to efficiently complete duties. Additionally, maintain a working relationship with the coffee and water vendor(s) as well as maintain the beverage stations, ensuring they are adequately supplied with coffee, condiments, and cups and requesting parts and maintenance as needed.
- This position will have similar duties where applicable for the FSGC Foundation.
- Other administrative duties as assigned by the CFO.
POSITION QUALIFICATIONS
Education/Licensure:
- HS Diploma or GED equivalent required.
- Must successfully pass the KBI, DCF Central Registry and all background investigations.
- Must possess a valid driver’s license, a good driving record, current auto insurance and reliable transportation.
Experience:
- 1 years’ accounts payable experience.
Knowledge/Skills/Abilities:
- Effective communication skills (verbal and written)
- Customer focused (internal and external)
- Excellent listening skills
- Accountability
- Reliability
- Trust/Integrity
- Adaptability/Flexibility
- Time Management
- Organizational Skills
- Proficiency in MS Office Suite with ability to learn other software programs as necessary
- Relationship building
- Problem Solving
- Attention to detail and accuracy in work
- Being collaborative
PHYSCIAL DEMANDS
N (Not Applicable) Activity is not applicable to this position.
O (Occasionally) Position requires this activity up to 33% of the time (0 – 2.5 hrs/day)
F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 – 5.5 hrs/day)
C (Constantly) Position requires this activity more than 66% of the time (5.5 hrs/day)
Physical Demands Lift/Carry
Stand (O) 10 lbs. or less (O)
Walk (O) 11 – 20 lbs. (O)
Sit (F) 21 – 50 lbs. (O)
Manually Manipulate (O) 51 – 100 lbs. (O)
Reach Outward (O) Over 100 lbs. (O)
Reach Above Shoulder (O)
Climb (O) Push/Pull
Crawl (O) 12 lbs. or less (O)
Squat or Kneel (O) 26- 40 lbs. (O)
Bend (O) 41 – 100 lbs. (O)
Other Physical Requirements:
WORK ENVIRONMENT
Minimal risk of exposure to aggressive and/or acting out (verbal and physical) children and youth.
Position requires long periods of sitting, continual use of the keyboard and personal computer and/or speaking on the telephone. Ability to perform duties as required in a fast-paced office environment
