What are the responsibilities and job description for the Accounts Payable Coordinator position at Hazelwood School District?
POSITION TITLE: Accounts Payable Coordinator
REPORTS TO: Director of Accounting and Finance
POSITION SUMMARY: Performs duties to coordinate efficient maintenance, documentation and processing of accounts payable functions; prepares board meeting warrants; coordinates ePayables; enters banking “positive pay” for both accounts payables and payroll to maintain internal controls division; maintains online payment systems; and prepares all reports as requested/required.
FUNCTIONS OF THE JOB
Essential Functions
- Assists auditors for the purpose of providing requested supporting documentation required for audit.
- Responsible for processing and uploading the monthly garnishments and retiree insurance payments.
- Responsible for all administrative functions for the online payment systems (currently RevTrak and Vanco) and events.
- Monitors and assigns work assignments based on vendor volumes.
- Acts as the liaison between other departments and the accounts payable department.
- Monitors financial information, files and records (e.g. purchase orders, invoices, accounts
- payable warrants, shipment verification, expense reports, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
- Oversee and manage the e-payables and purchasing card functions, ensuring efficient and accurate processing of electronic payments, monitoring system performance, troubleshooting issues, implementing improvements, and maintaining up-to-date compliance with financial regulations and district policies.
- Participates in meetings, workshops, etc. for the purpose of conveying and/or gathering information required to make sure the accounts payable department are performing their job functions.
- Trouble shooting all problems that arise in the processing of the invoices and payments to vendors.
- Responsible for supervision, evaluation, and oversight and completion of all Essential
Functions of the Accounts Payable and Business Office Specialists, including:
- Data entered into the computer financial system BusinessPlus (BPlus).
- Monitoring timely processing of invoices and vendor payments.
- Monitoring timely processing of deposits received from the district building secretaries.
- Making sure Brinks pickups for deposits at the district building are being schedule timely based on the Daily Deposit Tracking log spreadsheet.
- Making sure deposits from the online payment system RevTrak/Vanco are processed monthly.
- Monitoring timely payments are made on all invoices.
- Assure that the district is able to take full advantage of the rebates from vendors based on timely payments.
- Ensure that items are processed based on internal deadlines for Board meetings.
- Research is done to resolve issues with invoices and/or vendors. Also, follow-ups are made in a timely manner to avoid past due invoices.
- Reconciliation of vendor statements are completed monthly to prevent any negative impact or disruption of daily functions of the district.
- Monitors a variety of items (e.g. purchasing card requests and allocations, account balances and related financial activity, day checks, large vendor accounts, expense reports, etc.) for the purpose of ensuring that allocations are accurate and complying with established financial practices.
- Ensure that the accounts payable department is responding to inquiries from staff, administrators, and vendors.
- Supports assigned administrative personnel in a variety of functions (e.g. phone, fax, correspondence, data entry, etc.) for the purpose of aiding with functions and responsibilities.
- Other financial office related duties as assigned.
Marginal Functions
1. Assist with sorting inter-school mail, makes copies, process 1099's, maintains documentation for accounts payable reports and inventory of forms and supplies.
2. Work with Purchasing on any concerns with purchase orders.
3. Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Physical/Visual Activities or Demands:
1. Sitting, walking, standing, talking, hearing, reaching, stooping or crouching for files.
2. Normal mental and visual attention with clarity of vision at 20 inches or less as well as 20 feet or more required, or part-time concentrated attention.
3. Nominal physical effort required ranging from moving very light (1 to 5 lbs.) items by hand to occasionally moving light to average (5 to 60 lbs.) boxes of paper and other supplies with assistance.
Job Requirements: Minimum Qualifications Skills, Knowledge and Abilities
Ø SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include operating standard office equipment including pertinent software applications; preparing and maintaining accurate records; and performing accounting procedures.
Ø KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions.
Specific knowledge-based competencies required to satisfactorily perform the functions of the job includes accounting/bookkeeping principles.
Ø ABILITY is required to schedule activities, collate data; and use basic, job-related equipment.
Flexibility is required to work with others in a variety of circumstances, work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job- related equipment. Problem solving is required to identify issues and create action plans.
Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include communicating with diverse groups, maintaining confidentiality, meeting deadlines and schedules; setting priorities; and working with detailed information/data.
Responsibility
Responsibilities include working under limited supervision following standardized practices and/or methods; providing information and/or advising others; operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.
Work Environment
The usual and customary methods of performing the job's functions require the following
physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing. This job is performed in a generally clean and healthy environment.
Experience: Job related experience with increasing levels of responsibility is desired.
Education (Minimum): Bachelor's Degree in accounting or related field. Related experience may be considered at the discretion of the district.
Education (Minimum): Bachelor's Degree in accounting or related field.
License(s)/Certification(s) Required: None required.
Salary : $55,725 - $89,739
