Accounts Payable Specialist

Spartanburg School District Two

Title: Accounting Assistant – Accounts Payable

FLSA:   Non-Exempt

GENERAL SUMMARY

Under occasional supervision, performs responsible technical accounting work in the processing of accounts payable for the district and in maintaining accurate financial records and reports, and performs related work as assigned. 

PERFORMANCE RESPONSIBILITIES

Vendor Payments

• Review and process all invoices ensuring that the invoice matches the items approved on the purchase order.
• Review all invoices for compliance with procurement and Board policies.
• Review Travel Claim forms for accuracy, completeness and compliance with Board and travel policies.
• Key and approve payments into Accounts Payable (AP) software after reviewing the scanned documents in the electronic filing software.
• Prepare vendor AP checks for mailing, reconcile payments with remittances, and file related documentation.
• Responds to vendor inquiries and assists with the research of any discrepancies with billings and payments.

Utility Bills (district and individual schools)

• Receive and review telephone, electricity, gas, water, sewer and garbage
• Maintain correspondence with utility companies concerning payments, billing addresses, contact person, etc. in order to ensure payments are timely with no late fees.
• Key and approve payments into AP software after reviewing the scanned documents in the electronic filing software.

Fixed Assets

• Review invoices to determine if the Fixed Assets Listing needs to be updated.
• Update fixed assets module to include new additions and purchases of items qualifying as a fixed asset.
• Maintain records pertaining to fixed assets and capital project additions.
• Assist with fixed assets inventory processes.
• Assist with annual fixed assets report during financial audit.

 Monthly/Quarterly Reports

• Review invoices for compliance with Use Tax requirement when processing for payment.
• Review and process the Use Tax report monthly.
• Submit Sales and Use Tax report and payment to South Carolina Department of Revenue monthly.
•  Fiscal Year End
• Review and research all open purchase orders. Contact appropriate schools or departments to determine status.

JOB SPECIFICATIONS

Education and Experience:

• Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Qualifications would typically be equivalent to:
• Associates or Bachelor’s Degree in Accounting or related field, with course work in business, math, accounting, and bookkeeping and record keeping preferred.
• Bookkeeping or accounting experience preferred.

Knowledge:

• Knowledge of the policies, procedures and activities of the school district which pertain to the specific duties and responsibilities of the position.
• Knowledge of the records, forms and reports which must be prepared and maintained. 

Working Conditions:

Office environment with no exposure to environmental conditions. Physical demands are restricted to general office activities requiring movement/lifting items weighing up to ten (10) pounds. Requires ability to work under a degree of stress related to duties that require considerable attention and meeting deadlines. Duties of the job require frequent use of a computer monitor and related equipment.

DISCLAIMER STATEMENT

This job description is not intended as a complete listing of job duties. The incumbent is responsible for the performance of other related duties as assigned/required.

Shift Type:           Full-Time

Salary Range:      Administrative Secretary Salary Schedule

Location:              District Office

LETTER OF INTEREST AND RESUME:

To apply for this position:  www.spart2.org

Spartanburg School District Two believes it has the obligation to provide the best administrative and supervisory personnel available for the district regardless of race, religion, sex (including pregnancy, childbirth, or any related medical conditions), color, disability, age (40 or older), genetic information, national origin, or any other applicable status protected by local, state, or federal law.