Accounts Payable Specialist for Administration

Accounts Payable Specialist

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:

• Education Level Education Details Req Pref
• High School X
• Work Experience Experience Details Req Pref
• 1-2 years Prior experience in accounts payable, bookkeeping, or finance

Scope Analytical Demands:

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