What are the responsibilities and job description for the ADMINISTRATOR, ACCOUNTS PAYABLE position at Orange County Public Schools?
Salary Schedule
To provide leadership and decision making for all aspects of the Accounts Payable Department. Work as a team member to ensure that the business processes are successful for the organization as a whole. Direct, oversee and evaluate the weekly accounts payable and travel processes. Manage and supervise to ensure effective teamwork when meeting accounts payable deadlines, producing efficient output and integrating with other departments to ensure timely and proper workflow, while maintaining the integrity of the school district.
QUALIFICATIONS
Knowledge and commitment to decentralized decision-making, and accountability for results. Ability to work and communicate effectively with senior management and the end users (schools, department personnel and vendors); ability to analyze business processes within the Accounts Payable Department in order to provide recommendations for improvements that achieve expected ends/results. Analytical skills for reviewing information, identifying important account payable/vendor issues and formulating alternative solutions to problems in area of responsibility. Knowledge of accounts payable operational processes; ability to remain current with changing accounts payable technology. Ability to think and function logically in a multi-tasking environment. Ability to compile detailed reports and accounts payable procedures. Ability to clearly understand the accounts payable vision and strategies that management is striving to achieve. Ability to provide leadership to other members of the Accounts Payable Department.
REPORTS TO Senior Administrator, Accounts Payable
SUPERVISES Senior Specialist, Accounts Payable and four classified staff
MACHINES, TOOLS, EQUIPMENT
Machines, tools, equipment, electronic devices, vehicles, etc., used in this position. Telephone, Computer, (Personal Computer and Mainframe), Automobile, Copier
PHYSICAL REQUIREMENTS
Describes physical conditions of this position.
Light Work Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as Light Work.
PHYSICAL ACTIVITY
Physical activities of this position. Percent of a typical day involved in each applicable activity is noted.
Percentage
70 Sitting Resting with the body supported by the buttocks or thighs.
10 Standing Assuming an upright position on the feet, particularly for sustained periods of time.
10 Walking Moving about on foot to accomplish tasks, particularly for long distances.
5 Bending Lowering the body forward from the waist.
5 Reaching Extending hand(s) and arm(s) in any direction.
5 Lifting Raising objects from a lower to a higher position or moving objects horizontally from position-to-position through the use of the upper extremities and back muscles exerting up to 10 pounds of force.
80 Finger Dexterity Picking, pinching, typing or otherwise working primarily with fingers rather than with the whole hand or arm.
70 Grasping Applying pressure to an object with the fingers and palm.
90 Talking Expressing or exchanging ideas by means of the spoken word. Those activities in which detailed or important spoken instructions must be conveyed accurately, loudly or quickly.
90 Hearing Acuity The ability to perceive speech and other environmental sounds at normal loudness levels.
90 Visual Acuity The power to see at a level, which allows reading of numbers and text, operation of equipment, inspection of machines, etc.
Note Will total more than 100 percent as several activities may be performed at one time.
WORKING CONDITIONS
Conditions the worker will be subject to in this position.
Indoors and Outdoors The worker is subject to both environmental conditions. Activities occur inside and outside.
PERFORMANCE RESPONSIBILITIES
Perform Other Duties And Responsibilities As Assigned By Supervisor.
Non-bargaining Unit Compensation Plan, twelve months, 8.0 hours per day.
EVALUATION
Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of personnel.
To provide leadership and decision making for all aspects of the Accounts Payable Department. Work as a team member to ensure that the business processes are successful for the organization as a whole. Direct, oversee and evaluate the weekly accounts payable and travel processes. Manage and supervise to ensure effective teamwork when meeting accounts payable deadlines, producing efficient output and integrating with other departments to ensure timely and proper workflow, while maintaining the integrity of the school district.
QUALIFICATIONS
- Bachelor’s degree from an accredited institution in Accounting, Finance, Business Administration, Business Management; or any equivalent combination of related education, training and/or experience which provides the required knowledge, skills and abilities to perform the essential functions.
- Three (3) years of experience in ERP systems required.
- Minimum of three (3) years supervisory experience.
- Experience working with large accounts payable systems in the public sector.
Knowledge and commitment to decentralized decision-making, and accountability for results. Ability to work and communicate effectively with senior management and the end users (schools, department personnel and vendors); ability to analyze business processes within the Accounts Payable Department in order to provide recommendations for improvements that achieve expected ends/results. Analytical skills for reviewing information, identifying important account payable/vendor issues and formulating alternative solutions to problems in area of responsibility. Knowledge of accounts payable operational processes; ability to remain current with changing accounts payable technology. Ability to think and function logically in a multi-tasking environment. Ability to compile detailed reports and accounts payable procedures. Ability to clearly understand the accounts payable vision and strategies that management is striving to achieve. Ability to provide leadership to other members of the Accounts Payable Department.
REPORTS TO Senior Administrator, Accounts Payable
SUPERVISES Senior Specialist, Accounts Payable and four classified staff
MACHINES, TOOLS, EQUIPMENT
Machines, tools, equipment, electronic devices, vehicles, etc., used in this position. Telephone, Computer, (Personal Computer and Mainframe), Automobile, Copier
PHYSICAL REQUIREMENTS
Describes physical conditions of this position.
Light Work Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as Light Work.
PHYSICAL ACTIVITY
Physical activities of this position. Percent of a typical day involved in each applicable activity is noted.
Percentage
70 Sitting Resting with the body supported by the buttocks or thighs.
10 Standing Assuming an upright position on the feet, particularly for sustained periods of time.
10 Walking Moving about on foot to accomplish tasks, particularly for long distances.
5 Bending Lowering the body forward from the waist.
5 Reaching Extending hand(s) and arm(s) in any direction.
5 Lifting Raising objects from a lower to a higher position or moving objects horizontally from position-to-position through the use of the upper extremities and back muscles exerting up to 10 pounds of force.
80 Finger Dexterity Picking, pinching, typing or otherwise working primarily with fingers rather than with the whole hand or arm.
70 Grasping Applying pressure to an object with the fingers and palm.
90 Talking Expressing or exchanging ideas by means of the spoken word. Those activities in which detailed or important spoken instructions must be conveyed accurately, loudly or quickly.
90 Hearing Acuity The ability to perceive speech and other environmental sounds at normal loudness levels.
90 Visual Acuity The power to see at a level, which allows reading of numbers and text, operation of equipment, inspection of machines, etc.
Note Will total more than 100 percent as several activities may be performed at one time.
WORKING CONDITIONS
Conditions the worker will be subject to in this position.
Indoors and Outdoors The worker is subject to both environmental conditions. Activities occur inside and outside.
PERFORMANCE RESPONSIBILITIES
- Manifests a professional code of ethics and values.
- Respond to internal and external customers in a timely, accurate, courteous and empathetic manner representing OCPS in a positive light.
- Models the routine, intentional and effective use of technology in daily work, including communications, organization and management tasks.
- Manage system exports and imports for all purchasing card and other electronic invoice postings and ensure accurate and timely payment and error resolution.
- Conduct monthly audits of travel card activity and ensure internal controls are in place and tested periodically and perform statement reconciliation for all travel card activity.
- Interface with internal and external customers and vendors to research and resolve complex issues and problems.
- Perform designated responsibilities as district payment manager and travel manager for the purchasing card program, includes maintaining and testing of the travel portal.
- Review, analyze, reconcile and post trip expenses.
- Direct and oversee all purchase order and direct pay based vendors’ payments.
- Conduct analysis and account reconciliations for vendor liability postings and process correcting entries.
- Analyze monthly AP records and vendor payable reports.
- Assist in the preparation and timely distribution of the annual 1099 reporting.
- Perform vendor TIN matching process for 1099 records.
- Develop and monitor policies and procedures related to accounts payable and travel payables.
- Prepare and maintain all training material and software applications relating to accounts payable and travel payables to include training, annual updates and district-wide communications.
- Assist in external and internal audit requests for accounts payable and travel payables.
- Manages accounts payable closing functions.
- Prepare and assist in year-end accrual processing and reporting.
- Liaison between Accounts Payable payment team, Finance, Grants and Procurement.
- Support the Senior Administrator, Accounts Payable in gathering feedback and evaluating the effectiveness of the section as perceived by users of their services.
- Generate reports, analyze detail data to determine relevant statistical information and ensure metrics are gathered and reported.
- Assume the designated responsibilities of the Senior Administrator and Senior Specialist in their absence.
- Direct, supervise and evaluate each staff member reporting directly to this position regarding productivity in achieving district goals.
- Attend management meetings and participate in special projects related to purchasing card and travel management.
- Perform analysis, testing and prepare documentation for system upgrades and process improvements.
- Keep the Senior Administrator, Accounts Payable informed of critical issues within the section about which he/she, the superintendent and/or board should be aware.
- Follow the district’s policies and procedures as related to all HRMD guidelines, executive limitations, the district’s instructional initiatives, and the school district’s charter guidelines.
- Follow the district’s policies and procedures as related to fixed assets.
- Develop leadership in subordinates.
- Responsible for keeping up to date on current technology being used by OCPS. With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position.
- Responsible for maintaining timely and accurate information and accountable for the quality of information maintained by those they supervise.
Perform Other Duties And Responsibilities As Assigned By Supervisor.
- Essential Performance Responsibilities
Non-bargaining Unit Compensation Plan, twelve months, 8.0 hours per day.
EVALUATION
Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of personnel.
