Accounts Payable Specialist for Administration

Accounts Payable Specialist needed for our Business Office.

Permanent full time position. 

Classification - unclassified - Salary range $43,176 -  based on experience

JOB GOAL
To provide the highest level of administrative support, performing accounts payable/payroll functions in an accurate, professional, confidential, efficient and timely manner.

ESSENTIAL FUNCTIONS
Uses computer/technology skills, including but not limited to using the Internet, accessing databases, spreadsheet design,
desktop publishing, and creation of various forms. Updates skills to ensure ability to use technology and implement new
practices and procedures as they are developed. Performs other general office duties related to position including
maintenance of online and hard copy file systems appropriate for a business office environment in accordance with board
policy, administrative regulations and standardized records management procedures to facilitate retrieval and access.

Complies with security procedures for both classified and unclassified materials; retrieves filed documents and materials; and
transfers and discards files in accordance with established business procedures and schedules.

Establishes or maintains existing online and hard copy filing systems appropriate for Business Office environment, in
accordance with standardized records management procedures and so as to facilitate retrieval and access. Maintains classified
or confidential materials in accordance with security procedures; and transfers and discards files in accordance with
established business procedures and schedules.

Assists with preparation and coordination of audits.

Reconciles check totals to invoices. Finalizes and processes all cost batches for final monthly reconciliation and Treasurer’s
Report.

Communicates with administrators regarding receipt of orders, invoice questions, past due invoices and signature requests on
purchase orders and invoices and all other matters related to accounts payable.

Verifies the accuracy of invoices received from vendors. Reviews invoices against receiving records to ensure items were
received by the District and address any invoices for which receiving records are not available, bringing any serious concerns
to the supervisor. Communicates with vendors regarding invoices, payments, purchase orders, credits, or other information
needed and prepares all vendor credit applications and tax exempt forms.

Tests mileage calculations and reviews documentation submitted, and reviews employee and board travel expenses to ensure
compliance with applicable policies and procedures. Processes for payment in accordance with internal deadlines and
procedures after reviewing any concerns with supervisor.

Reconciles credit card statements monthly, ensuring compliance with applicable policies and procedures and raise any
concerns with supervisor.

Ensures time-sensitive payables, as identified by supervisor, are paid and filed on a weekly basis or more quickly as directed.

Prints and mails all checks with the exception of payroll checks, for the district.

Extracts the open purchase orders from the accounting system and reconfigures on a spreadsheet for audit purposes at the end of the year. Determines and books accounts payable at year end.

Additional Responsibilities

Maintains confidentiality with all sensitive information including financial and student population related

records and complies with requirements of federal and state law and regulations and District policies
and administrative procedures.

Maintains and updates 3rd party vendor information, issues W-9 Forms to all vendors, and processes 1099’s for vendors
and IRS in January.

Provides records for the annual budget as requested.

Performs other duties as assigned.
Performs in accordance with school policy, administrative regulations, state and federal laws.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

Education Level                 Education Details                               Req       Pref

High School                                                                                X
Work Experience

Experience                       Experience Details                              Req       Pref

1-2 years               Prior experience in accounts payable,                           X

                                  bookkeeping, or finance

SCOPE
Analytical Demands

• Occasional analytical demands. Analysis involves simple comparisons between numbers, letters, etc. (e.g., sorting, tallying, simple tabulating, and the like).

Supervision

• No supervisory duties.

Sensory Abilities

• Visual acuity and auditory acuity.
• Ability to communicate effectively in all aspects of the job.

Temperament

• Must possess excellent interpersonal skills.
• Ability to make judgments and work under high level of stress.
• Must be cooperative, congenial, and service oriented.
• Able to make judgments and work in situations that may be stressful.
• Ability to work as a coordinator and a member of a team.
• Must be courteous and able to effectively manage job responsibilities.
• Must be cooperative, congenial, service oriented, and promote these qualities.
• Ability to work in an environment with frequent interruptions.
• Ability to be respectful and empathetic.

Cognitive Ability

• Ability to communicate effectively.
• Ability to organize tasks.
• Ability to exercise good judgment.
• Ability to follow written and verbal directions, to read and write, to communicate effectively, to organize tasks, to handle multiple tasks, and to exercise good judgment.
• Ability to establish and maintain rapport with students, parents, athletic staff, alumni, Board members, booster groups, staff, co-workers, and general community.
• Ability to work on multiple tasks and prioritize appropriately.
• Ability to recognize areas of concern and propose or recommend appropriate solutions to problems.
• Maintains productive working relationship with immediate supervisor.

Specific Skills

• Must possess active listening skills.
• Plans and prioritizes assignments effectively. Able to handle several ongoing tasks and projects at once.
• Able to adjust to changes in the work environment.
• Reports to work on time, gives a full day’s work and makes effective use of time while on the job.
• Maintains a good attitude toward administration, fellow employees and the public.
• Demonstrates the ability to acquire the skill required to operate new and existing software and hardware.
• Proofreads work for grammar and spelling accuracy.
• Ability to compose clear, concise sentences and paragraphs.

Workplace Expectations

• Acknowledges individuals’ requests and handles them in a friendly and courteous manner.
• Promotes a positive team environment through active cooperation with others.
• Maintains awareness of the School District’s policies and procedures. Follows the chain of command.
• Shows initiative and works with minimal supervision.
• When appropriate, incorporates progressive ideas/concepts into daily responsibilities.
• Responds appropriately to supervision and direction.
• Dresses appropriately for job environment.
• Ability to follow directions and give direction to others.
• Ability to work independently and make work-related decisions.
• Ability to exercise good judgment in prioritizing tasks.
• Ability to communicate effectively at all organizational levels.
• Ability to use computer technology efficiently including word processing, presentation/webpage software, PowerPoint and Excel software applications.
• Ability to appropriately handle confidential information in accordance with District policies.

INTERESTED APPLICANTS SHOULD APPLY BY VISITING www.upperdarbysd.org>

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The Upper Darby School District does not discriminate in its education program, activities, or employment practices, based on race, color, national origin, sex, sexual orientation, disability, age, religion, ancestry, union membership, or any other legally protected category. Announcement of this policy is in accordance with state law, including the Pennsylvania Human Relations Act, and with federal law, including Title VI of the Civil Right Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1967, and the Americans with Disabilities Act of 1990.