Accounts Payable Specialist

PURPOSE

Manage the District’s accounts payable functions.

DESCRIPTION

A full-time, non-exempt, hourly employee who reports directly to the Accounting Manager.

TYPICAL DUTIES AND RESPONSIBILITIES 

1. Performs all functions related to Accounts Payable; including, but not limited to, the following:
   1. processes and ensure accuracy of vendor invoices by matching to appropriate packing slips, purchase orders, work orders, bid summary forms, etc.
   2. corresponds with employees and vendors regarding any discrepancies
   3. codes invoices to proper accounts
   4. enters invoices into financial system
   5. Route invoices for proper authorization for payment
   6. prepare and process checks and electronic payments (ACH, wire transfers) within terms.
   7. maintains vendor files, credit applications and W-9 forms
   8. processes monthly billing department overpayments
   9. Process 1099’s to vendors and IRS.
   10. Audit and reconcile employee credit card transactions, verifying valid receipts and adherence to District policies.
   11. Investigate and resolve uncashed checks for unclaimed property.
   12. Balance month end accounts payable reports (Sage/Payhawk, Sage vendor aging/general ledger)
2. Payroll Liability Processing
   1. Process timely payments and electronic transfers for certain payroll-related taxes and deductions to appropriate agencies and benefits vendors.
   2. Reconcile payroll liability general ledger accounts to ensure deductions match the amounts remitted to third parties.
3. Serves as back up for Accounting Assistant. Remains up to date on processes and procedures to provide periodic assistance as needed and coverage during vacation.
4. Tracks purchases of fixed assets. Ensures fixed asset database is maintained accurately.
5. Keeps the Accounting Manager apprised of important issues and potential problems.
6. Performs other duties as assigned by the Accounting Manager.

QUALIFICATIONS

1. Education and Experience:
   1. Two (2) years’ experience in high-volume accounts payable and/or general accounting.
   2. Associates degree (A.A.) in accounting, finance, or a related field preferred.
2. Job Knowledge:
   1. Accounts payable and general accounting functions.
   2. Microsoft Office applications with intermediate proficiency in MS Excel and Word.
   3. Strong analytical skills.
3. Skills - The ability to:
   1. Analytical - complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.
   2. Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in-group problem solving situations; Uses reason even when dealing with emotional topics.
   3. Interpersonal Skills - Focuses on solving conflict, maintains confidentiality; Listens to others without interrupting; Maintains objectivity; Remains open to others’ ideas and is open to change and evolution of systems/process.
   4. Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and seeks clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
   5. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
   6. Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives.
   7. Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
   8. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
   9. Language - Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence, and effectively present information in one-on-one situations, small group situations and to third parties and employees of the organization.
   10. Mathematical - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
   11. Computer - Proficient use of Microsoft Office applications; ability to function in industry-specific software.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, provided that doing so does not create an undue hardship or present a direct threat to the health or safety of the employee or others.

While performing the duties of this Job, the employee is regularly required to sit, talk, hear, grasps (moving paperwork) and repetitive wrist, hand and/or finger movement (keyboard/calculator). The employee is occasionally required to stand; walk; reach with hands and arms; stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 1 pound; occasionally lift and/or move 2 - 5 pounds; and rarely lift 11 - 30 pounds. Specific vision abilities required by this job include clarity of vision at 20 inches or less; ability to see up and down or to right or left while fixed on point, while working at computer and desk and reading spreadsheets.

WORK ENVIRONMENT

The work environment characteristics described here 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 provided that doing so does not create an undue hardship or present a direct threat to the health or safety of the employee or others.

While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.