Fiscal Specialist I - AP/AR

Summary

This position coordinates accounts payable and receivable processes while providing support to multiple departments. It is responsible for verifying and recording financial transactions, processing invoices and purchase orders, and maintaining accurate vendor and customer records. Additionally, the role assists with routine financial reporting and audit tasks.

Essential Functions

• Responds to inquiries by providing information, resolving issues, or escalating unresolved matters.
• Works in a team environment, takes initiative, works independently, and communicates effectively at all levels of the organization.
• Utilizes proper safety precautions and adheres to all departmental and Village safety policies, reporting hazards and corrective actions.

• Distributes invoices daily to appropriate departments for approval and follows up to ensure timely payments.
• Enters and processes Finance Department invoices, payment requests, and purchase orders in the Accounts Payable and Purchasing systems.
• Reviews data entry for all invoices to create the semi-monthly and monthly Schedules of Bills.
• Reviews purchase order requests for accuracy and proper documentation, then distributes processed purchase orders.
• Reconciles vendor statements and petty cash.
• Maintains vendor files, tracks W-9s for 1099 preparation, and supports year-end 1099 processing.
• Assists vendors with payment inquiries, tax exemption requests, and related issues.
• Supports departments with invoice and purchase order coding, software utilization, and procedural questions.

• Generates, records, and issues invoices, ensuring proper documentation and transaction accuracy.
• Monitors customer accounts for due dates, overdue payments, and discrepancies, following up as necessary.
• Reconciles customer accounts, resolving any billing or payment issues.
• Prepares and generates regular financial reports for management review.

• Provides limited support for the annual audit and budget processes.
• Creates and maintains filing systems for financial records.
• Assists with additional tasks as assigned.

Minimum Required Qualifications

• High school diploma/equivalent
• Three (3) years of experience in Accounts Receivable (AR) and Accounts Payable (AP) preferred, or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities.
• Computerized billing and accounting experience preferred.

Physical and Work Environment

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee's supervisor.

• This work involves occasional lifting of up to 25 pounds within a limited range for access to storage boxes; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions, and occasionally requires walking, stooping kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.

• Hearing is required to perceive information at normal spoken word levels.

• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work has no exposure to environmental conditions.
• Work is generally in a moderately noisy office setting (e.g., business office, light traffic).