ACCOUNTS PAYABLE SPECIALIST - Howard County Library System : Job Details

ESSENTIAL FUNCTIONSHCLS is seeking an Accounts Payable Specialist to manage the accounts payable processes, ensuring accurate and timely processing of invoices, maintaining vendor relationships, and supporting the finance department in various capacities. This role involvesdetailed record-keeping, reconciliation, and adherence to company policies and procedures. Duties are as follows:Invoice Processing

• Receive, review, and verify invoices for accuracy and compliance with HCLS policies.
• Match invoices to corresponding purchase orders and receiving documents.
• Accurately enter and upload invoices into the accounting system.
• Post checks to the sub-journal.
• Resolve invoice discrepancies and issues promptly and efficiently.
• Maintains accurate vendor records, including W9 and insurance certifications.

Payment Processing

• Ensure accuracy and timeliness of payments for all invoices.
• Prepare and process electronic transfer, ACH, and check run.
• Post payment transactions to the sub-journal.
• Coordinate and secure signature for checks from authorized personnel.
• Upload checks registers to Truist positive pay system.
• Mail out checks to the various vendors promptly.

Reconciliation and Reporting

• Process annual 1099 for applicable vendors.
• Reconcile accounts payable transactions and maintain accurate ledgers.
• Assist in month-end and year-end closing, including encumbrances.
• Generate accounts payable reports and assist with financial audits.
• Maintain historical records and documentation for all transactions.
• Reconcile encumbrance balances to ensure accuracy.

Compliance and Procedures

• Ensure compliance with financial policies, procedures, and regulations.
• Assist in developing and implementing accounts payable policies and procedures.
• Support internal and external audit requirements as needed.

Collaboration and Support

• Work closely with the finance and accounting team to ensure smooth financial operations.
• Assist with other accounting and finance-related tasks as needed.

Additional Duties

• Prepare bank deposits and deliver them to the bank.
• Upload Branches and Admin revenue into the accounting system.
• Post revenue transactions to sub-journal.
• Back up to the Accounting Specialist.
• Other duties as assigned.

Responsibility Positions Howard County Library System (HCLS) as a major component of public education for all ages Ensures HCLS' educational mission achieves its racial and social equity goals Effectively lives the Seven Pillars of HCLS' strategic plan (Authentic Values, Strategic Vocabulary, Everyone a Leader, Winning Teamwork, Community Partnerships, The Power of Us, and Fiercely Loyal Customers), motivating others to do so as wellRequirementsQualifications & Skills

• Bachelor's degree, preferably in Accounting or Finance.
• Minimum of 3-4 years of accounts payable or general accounting experience.
• Strong working knowledge of accounts payable processes and accounting principles.
• Proficiency in accounting software (e.g., Sage and Microsoft Office Suite (especially Excel).
• Excellent attention to detail and accuracy.
• Strong organizational and time management skills.
• Effective communication and interpersonal skills.
• Ability to handle confidential information with integrity.
• Ability to use sound judgment and diplomacy.
• Familiarity with electronic invoicing systems and financial ERP systems a plus
• Certified Accounts Payable Professional (CAPP) or similar certification a plus

Physical Standards

• Job allows for some variance in work routine and considerable amounts of standing, walking, bending, reaching, pushing, pulling and sitting
• In addition, strenuous activity is required, such as carrying bags or boxes of books or arranging rooms for classes and events.

Additional Information

• Works under the supervision of the Director of Finance & Accounting
• Position located at the Administrative Branch
• Full-time; 37.5 hours per week, typically Monday - Friday
• Grade 9; Salary $46,356 - $81,286/year
• Position closes Friday, October 4, 2024

EEO STATEMENT Howard County's diversity is its greatest asset. Howard County Library System embraces its multi-cultural and multi-ethnic character. All communities, including communities of color and immigrant communities, are fundamental to our spirit of service, workforce and long-term success. Equity and empowerment are top priorities. We believe all Howard County residents must have equitable opportunities to reach their full potential and share in the benefits of community progress. Among our goals is for our workforce to reflect the community it serves. We are actively working to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences. Howard County Library System takes pride in providing equal employment opportunities.