Accounts Payable Specialist

An employee in this class under general supervision, performs moderately complex technical and fiscal governmental accounting work in the Finance Department. Work involves overseeing disbursement and accounting of federal, state, local and capital outlay funds. Employee is responsible for ensuring proper and timely payment on vendor accounts, inter-school billings, various contracted services, and for preparation of associated accounting reports. Duties assigned to employees in this position may vary according to the specific needs of the department and / or allocation of workload.

DUTIES AND RESPONSIBILITIES

Audits invoices, statements, and direct pay requests, including assigning vendor and general ledger account numbers to payables, and batching payables for processing.

Utilizes computers and physical file systems to enter, store and / or retrieve information as requested or otherwise necessary; selects data from varied sources and summarizes information.

Attaches copies of checks to corresponding purchase order details, and mails checks; files completed accounts payable detail; maintains file of outstanding purchase orders, invoices, and receiving documentation.

Assists with gathering documentation as required by our auditors.

Interacts with school level personnel, central office employees, and vendors in a professional and courteous manner, receiving and responding to inquiries as necessary, and resolving discrepancies in purchase orders, vendor invoices and associated records.

Prepares and files monthly sales tax reports, annual tax information forms, annual sales tax refunds, and other government forms as required.

Performs other related work as required.

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school. Supplemented by college-level work in bookkeeping or accounting, with an associate's degree preferred. 1 to 2 years of experience in accounting-technical clerical work; or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

ESSENTIAL JOB FUNCTIONS

Must be physically able to operate a variety of automated office machines including computers, calculators, printers, copiers, etc. Must be able to exert up to 10 pounds of force occasionally and / or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.

Requires the ability to compare and / or judge the readily observable, functional, structural, or composite characteristics of data, people or things.

Requires the ability to speak and / or signal people to convey or exchange information. Requires the ability to read correspondence, invoices, purchase orders, accounting journals, travel reports, checks, etc. Requires the ability to prepare correspondence, reports, vendor payment packets, etc. using proper formatting.

Requires strict adherence to ethical conduct and confidentiality to protect school district resources and sensitive information.

KNOWLEDGE, SKILLS AND ABILITIES

General knowledge of the application of established bookkeeping and accounting principles and techniques to governmental accounting transactions.

General knowledge of state, local and school system fiscal regulations, policies and procedures.

General knowledge of modern office practices, methods and procedures used by the school system.

General knowledge of county organization and operations policies and procedures.

Ability to use a variety of popular office machines, including a personal computer, calculator, copier, and facsimile machine.

Ability to organize and effectively process and maintain financial records and files, and prepare reports from them.

Ability to understand and apply laws, regulations, and policies to the maintenance of financial records.

Ability to verify documents and forms for accuracy and completeness.

Ability to understand and follow oral and written instructions.

Ability to exercise independent judgment, direction and initiative in completing assignments.

Ability to establish and maintain effective working relationships with other employees and the general public.