Release Date : February 11, 2025
Application Deadline : February 25, 2025
Requisition : 11230
POSITION TITLE : Accounts Payable Specialist
REPORTS TO : Supervisor of Accounting and Auditing
LOCATION : Department of Fiscal Services
SALARY : The salary for this position will be based on EASMC-ESP salary schedule for 12-month 7-hour employees Range 22 ($51,832 - $78,397).
EFFECTIVE : February 2025
APPLICATION PROCEDURES :
Qualified applicants, including current employees of St. Mary's County Public Schools, must complete a TalentEd online application. In addition to the online application, any support documentation (copy of certification where applicable) must be scanned and uploaded to the TalentEd application. The online application and any support documentation must clearly demonstrate that the applicant meets the minimum qualifications, including information about the applicant's background, experience, and professional qualifications. Failure to submit all required documentation will result in your application being considered incomplete. Incomplete applications will not be forwarded to the selection committee for review. All online applications must be completed no later than February 25, 2025 .Following a screening of credentials, interviews will be scheduled. Please contact the Department of Human Resources with questions at 301-475-5511, ext. 1 or hrd@smcps.org.
NATURE OF WORK :
Performs a variety of complex clerical and accounting tasks, applies accepted policies and / or procedures to the preparation and maintenance of accounting records, and prepares financial and statistical reports. Under minimum supervision, performs accounting procedures and prepares reconciliations related to processing invoices for payment and general accounting functions according to established procedures. This person must have the ability to communicate well, both verbally and in writing.
ESSENTIAL FUNCTIONS :
- Ability to professionally relate to and collaborate with co-workers, students, and community members
- Ability to understand and maintain confidentiality
- Ability to use technology effectively to complete tasks
- Ability to report to work daily and on time
- Ability to organize, supervise, coordinate, and establish priorities of tasks to be completed
- Ability to work independently in the absence of detailed instructions and to follow complex oral and / or written instructions
- Ability to communicate courteously and tactfully with staff, students, parents, and the community in a timely manner
- Ability to work under pressure
- Ability to flex working hours
- Ability to do light lifting for purposes of filing and related duties
- Possess excellent time management skills and the ability to take initiative and make decisions within assigned responsibility in a challenging, fast-paced professional environment and be flexible in work responsibilities and hours
- Possess knowledge of the programs, policies, and procedures of the St. Mary's County Public School System
DUTIES AND RESPONSIBILITIES :
Weekly preparation of accounts payable checks and ACH filesManages general school system financial activities involving the processing of expensesAssists the Fiscal Records Specialist-Accounts Payable in maintaining a detailed tracking log of invoices received and monitoring outstanding invoices for paymentPrioritizes workload to ensure that deadlines are met and payments are made in a timely mannerProcesses ACH payments through the bank websiteProcesses stop payments through the bank websiteProcesses timely payments for the school district for all expenses, verifying prices, approvals, and account codes prior to invoice paymentRetrieve field trip invoices from Versatrans, submit to appropriate school / department for approval for account verification, and track trips in Excel .Conducts follow-up calls to departments and schools if vendor invoice is ready for payment but no receipt report is on fileResponds to public inquiries in a courteous manner; provides information within the area of assignment; resolves complaints in an efficient and timely mannerResponsible for the preparation and distribution of weekly Accounts Payable (A / P) checks and Automated Clearing House (ACH) paymentsEnsures postage is downloaded and invoice paid for the school system postage machine, assists with ordering supplies for the postage machineEnsures the postage machine always has available funds. Tracks postage machine to make sure funds are sufficient on the purchase orderSorts and distributes incoming and outgoing mail as neededPerforms routine clerical tasks as needed, including typing, data entry, filing, answering phones, and recording / filing of all documentation. Scans, imports, and indexes documents into DocStar program. Enters pertinent information into the system to ensure accurate recall for future audit retrieval purposesMaintains a wide variety of office records, files, and reports in a confidential mannerMaintains productive contacts with vendors' accounts payable and receivable departmentsDate stamps all incoming mail and scans invoices to appropriate departments and schools for payment processingAssists and acts as a backup for the Fiscal Records Specialist-Accounts PayableCorresponds with vendors and responds to payment status inquiries. Researches aged invoices received from vendors in the accounts payable system to see if paid; if not paid, then will coordinate with departments / schools for review and approval for payment.Assist the Fiscal Records Specialist-Accounts Payable in verifying vendor accounts by reconciling monthly statements and related transactionsWorks with all schools, secretaries, and offices to process payments in a timely manner and prior to due datesProvide support in the monitoring of the status of purchase ordersAssist accounting staff with the compilation of audit documentationVoids and replaces checks monthlyHandles calls / questions with regards to payment status of travel and tuition reimbursement and payment status on all system paymentsCommunicates with suppliers regarding errors or questions on invoicesWork with frequent interruptions, work under deadlines and pressure to meet scheduled and unscheduled deadlinesPerforms other related and non-related job duties as assignedQUALIFICATIONS
Required :
High school diploma or GEDFive (5) years of experience in payment processing, accounting, or bookkeepingPursuant to the Federal Fair Credit Reporting Act and the Maryland Department of Labor and Licensing, a credit report or credit history for purpose of consideration of employment with St. Mary's County Public Schools will be required in this fiduciary positionDemonstrated proficiency in the use of technology, including word processing and spreadsheet applications, and accounting softwarePreferred :
Associate Degree in accounting or businessExperience with Microsoft software.TERM OF EMPLOYMENT :
Full-time twelve-month position
SALARY GRADE RANGE :
The salary for this position will be based on EASMC-ESP salary schedule for 12-month 7-hour employees - Range 22
BARGAINING UNIT ELIGIBILITY : EASMC-ESP
Salary : $78,397
