ACCOUNTS PAYABLE

This is a full time 12 Month position with earned vacation and paid holidays. Must be comfortable processing invoices and reconciling accounts to keep them current. Previous Accounts Payable experience is preferred but we are willing to train the right candidate. 

POSITION SUMMARY:

This position is responsible for performing a variety of financial activities including processing, recording, updating and reconciling fiscal information; providing instructions, recommendations and/or accounting support to other personnel; and analyzing expenditures against budget. Will work hand in hand with the Director of Business Operations and secretaries at each school site. Confidentiality of information is required. All work is performed under minimal supervision and within established accounting procedures and state USFR guidelines.

ESSENTIAL FUNCTIONS:

• Assists auditors for the purpose of providing required information and coordinating necessary projects and/or tasks.
• Assists other personnel (i.e. remote requisitions, accounts payable, gifts, donations, troubleshoot procurement expenditures, software training, etc.) for the purpose of supporting them in the completion of their work duties.
• Maintains a wide variety of fiscal information, files and records (i.e. accounts payable, accounts receivable, contracts, etc.) for the purpose of providing an up-to-date reference and audit trail for state and federal compliance.
• Maintains electronic vendor files and spreadsheets for the purpose of accurate vendor accounts.
• Maintains working relationships with vendors (i.e. resolve discrepancies on billing, payment of accounts, etc.) for the purpose of ensuring future business relationships are maintained.
• Prepares Voucher Transmittal Sheet (i.e. all expenses) for the purpose of submitting to the County for check processing.
• Prepares and maintains district M & O, Capital, and State and Federal Projects files.
• Preparation of the yearly Advice of Encumbrance report.
• Processes a variety of fiscal information (i.e. accounts receivable/payable, 1099’s, credit cards, etc.) for the purpose of providing necessary information for completing transactions, taking appropriate action and/or complying with established fiscal guidelines.  
• Processes a wide variety of invoices (i.e. phone, utilities, insurance, materials, equipment, services, construction, staff travel and mileage claims, monthly use tax for out of state vendors, etc.) for the purpose of payment.
• Researches discrepancies of financial information and/or documentation (i.e. purchase orders, invoices, etc.) for the purpose of ensuring accuracy and adhering to procedures prior to processing for payment.
• Resolves billing and statement discrepancies for the purpose of ensuring accurate accounting.
• Reviews receiving reports (i.e. checks invoices for authorization of payment, verifies coding, contacts appropriate site/department regarding invoice discrepancies for authorization to process. Verifies vendor calculations including taxes and total for merchandise and/or services, etc.) for the purpose of matching it with purchase order and vendor invoice.

EXPERIENCE PREFERRED:

• Minimum of one year experience in large volume accounts payable position
• Knowledge of fund accounting procedures
• Must demonstrate basic math computational skills (i.e. fractions, percents, ratios, etc.)
• Ability to work under pressure and meet deadlines with constant interruptions at times
• Attention to detail and high level of accuracy in work performed
• Proficient in MS Office, Excel, Word, Google Suite, QuickBooks, Internet, Fax, Scan, Copier, etc.
• Be professional and exercise good judgement
• Communicate effectively and work cooperatively with all staff, students, public, vendors, etc.

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 90% sitting, 5% walking, and 5% standing. The job is performed in a generally clean and healthy environment.

ORGANIZATIONAL RELATIONSHIPS:

Reports directly to the Business Manager.

This description is intended to indicate the kinds of duties and responsibilities that may be required of employees given this title. It is not intended to limit in any way the right of supervisors to assign, direct and control the work of employees under their supervision.

Salary : $18 - $18