What are the responsibilities and job description for the Accounts Payable Specialist position at Octane Multimedia?
Job Description
POSITION OVERVIEW:
This is difficult and responsible work in the areas of accounts payable and general accounting performed, including supervising activities. Performing these functions requires judgment, discretion, computer skills, thorough understanding of policies, procedures, and practices, as well as ability to plan and oversee the work of others.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload. The functions listed are also examples of duties that may be required and in no way imply a contractual agreement between the employer and employee or affect the at-will relationship between the parties.
This position requires the incumbent to exhibit the following behavioral skills:
This position is required to work in an office setting that is generally accessible to the mobility and sensory impaired. The incumbent must have the ability to utilize standard office equipment and access files and documents. The incumbent must have the ability to lift up to 20 pounds. Must be able to work while seated for extended periods of time.
SPECIAL REQUIREMENTS:
The Decatur Housing Authority was established in 1938 with its primary focus being on building housing for low income households. Over the years, the Housing Authority has expanded its focus to include the revitalization of the Decatur community as a whole through the renewal and redevelopment of substandard housing, as well as improving facilities in the downtown area. Create affordable housing in the City of Decatur, while promoting vibrant and healthy communities.
The Decatur Housing Authority was established in 1938 with its primary focus being on building housing for low income households. Over the years, the Housing Authority has expanded its focus to include the revitalization of the Decatur community as a whole through the renewal and redevelopment of substandard housing, as well as improving facilities in the downtown area. Create affordable housing in the City of Decatur, while promoting vibrant and healthy communities.
POSITION OVERVIEW:
This is difficult and responsible work in the areas of accounts payable and general accounting performed, including supervising activities. Performing these functions requires judgment, discretion, computer skills, thorough understanding of policies, procedures, and practices, as well as ability to plan and oversee the work of others.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload. The functions listed are also examples of duties that may be required and in no way imply a contractual agreement between the employer and employee or affect the at-will relationship between the parties.
- Responsible for maintaining the Purchase Orders System
- Ensuring that all purchases comply with the Housing Authority’s Procurement Policy
- Issuing Requisitions as well as helping those that have the same responsibility
- Issuing Approved Purchase Orders and distributing accordingly
- Ensuring that products and/or services are receipted in the system
- Secure prices and/or bids for equipment and other assigned items
- Responsible for processing Accounts Payable
- Ensuring that invoices are matched with Purchase Orders and discrepancies are documented and resolved before processing payment
- Maintain recurring invoices
- Ensuring that possible discounts are utilized
- Maintain Vendor records
- Resolve any invoicing discrepancies
- Maintain sufficient documentation (scanning, filing, etc.)
- Code invoices with appropriate general ledger account numbers and fund numbers
- Enters invoices into computer system for payment
- Process weekly check runs (including pre-check reports for payment approval by Finance Director or designated party)
- Process weekly payment reports for intra-bank transfers
- Maintains all 1099 records for all applicable Vendors
- Responsible for filing 1099 tax records annually with appropriate government agencies
- Resolve issues which may arise with 1099 Forms
- Maintains accounts payable history files including check copy, paid invoices, completed purchase orders, packing slips as well as all relevant documentation
- Responsible for processing Section 8 Accounts Payable
- Enter and posting manual, prepaid and voids from documents imitated by the HCV staff.
- Assist HCV Director with monthly processing
- Transmit Direct Deposit and Positive Pay files to bank
- Complete Direct Deposit request forms from other Housing Authorities
- Maintains all 1099 records for Section 8 Landlords.
- Responsible for filing 1099 tax records annually
- Resolve issues which may arise with 1099 Forms
- Responsible for maintaining Bank Account Transactions Ledgers
- Includes checks, deposits, bank corrections, ACH/Wire transactions, Void checks, Stop Payments, returned deposits, etc.
- Notify the Accountant and/or Finance Director of any fund transfers that are needed.
- Responsible for maintaining the insurance register
- Ensure that required documents are distributed to interested parties.
- Notifies Accountants and/or CFO of renewals, issues, or cancellations.
- Attends work with regularity and punctually and recognizes that attendance is an essential duty and responsibility of this position.
- Assists Accountants and others as directed.
- Maintains databases and prepares reports as required.
- Maintains office equipment
- Serve as backup to processing deposits at bank when necessary.
- Performs other general office duties and related work as required.
This position requires the incumbent to exhibit the following behavioral skills:
- Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with sensitive topics and/or irate customers.
- Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; Manages difficult or sensitive customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance.
- Interpersonal Skills: Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting.
- Teamwork: Balances team and individual responsibilities; Contributes to building a positive team spirit; Puts success of team above own interests.
- Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions;
- Ability to perform bookkeeping and general accounting with limited supervision.
- Ability to establish and maintain effective working relationships with supervisors, co-workers, other staff, suppliers/contractors, and general public.
- Ability to work with computers, understand data handled, spot errors and problems and be able to make corrections. Must know common computer software programs, such as Word Perfect, Symphony, etc.
- Ability to handle confidential records with tact and discretion.
- Knowledge of general office procedures, methods, and equipment.
- Graduation from a standard high school, supplemented by courses in bookkeeping, general accounting, and business education equaling two years of study.
- A minimum of three (3) years of progressively responsible bookkeeping/general accounting experience. Including extensive use of computers and computerized systems.
- Any equivalent combination of education and experience will be considered.
This position is required to work in an office setting that is generally accessible to the mobility and sensory impaired. The incumbent must have the ability to utilize standard office equipment and access files and documents. The incumbent must have the ability to lift up to 20 pounds. Must be able to work while seated for extended periods of time.
SPECIAL REQUIREMENTS:
- Must be bondable.
- Possession of a valid State of Georgia Driver’s License.
- Must be insurable by the Authority’s fleet insurance.
The Decatur Housing Authority was established in 1938 with its primary focus being on building housing for low income households. Over the years, the Housing Authority has expanded its focus to include the revitalization of the Decatur community as a whole through the renewal and redevelopment of substandard housing, as well as improving facilities in the downtown area. Create affordable housing in the City of Decatur, while promoting vibrant and healthy communities.
The Decatur Housing Authority was established in 1938 with its primary focus being on building housing for low income households. Over the years, the Housing Authority has expanded its focus to include the revitalization of the Decatur community as a whole through the renewal and redevelopment of substandard housing, as well as improving facilities in the downtown area. Create affordable housing in the City of Decatur, while promoting vibrant and healthy communities.
