Support/Hourly - Position - Specialist - Accounts Payable Job Number 000####### Start Date Open Date 11/14/2024 Closing Date ROLE AND PURPOSE:The Accounts Payable Specialist II is responsible for assisting the Accounts Payable Manager and supporting Accounts Payable Specialists in ensuring the accurate and timely processing of invoices, payments, and financial records in compliance with local, state, and federal laws and regulations. This role requires excellent analytical, professional communication, and organizational skills.QUALIFICATIONS:Education/Certification:
- High School Diploma required.
Experience:
- Five years of Accounts Payable, Accounting, or Finance experience required
- Detail-oriented, multi-tasker, professional attitude, reliable
- Ability to work independently and accurately in a fast-paced environment
- Strong problem-solving, research, and resolution, and data analysis skills
- Working knowledge of W-9 and 1099- Misc preparation and submission
- Vendor statement reconciliation experience
- Proficient in Microsoft Excel and Word and 10 key by touch.
- Excellent verbal and written customer service skills
- Knowledge of General Ledger and standard Purchasing practices
- Understanding of School District or non-profit business operations
- Ability to work calmly under deadlines and high-pressure situations
- Experience in training others on Accounts Payable processes
SPECIAL KNOWLEDGE/SKILLS:
- Willing to within AP and support the team.
- Strong understanding of accounts payable processes.
- Proficiency in accounting software and ERP systems.
- Excellent communication, leadership, and interpersonal skills.
- Strong analytical and problem-solving abilities.
- Attention to detail and a commitment to accuracy.
MAJOR RESPONSIBILITIES AND DUTIES:I. ACCOUNTING, DATA ENTRY, & REPORTS:
- Review and post-check requests, travel expenses, credit cards and employee mileage reimbursement for accuracy, completeness, and compliance with company policies.
- Ensure invoices are properly coded, categorized, and allocated to the correct cost centers or accounts.
- Generate, review, and work the Validation in Progress, Posted Invoice, Posted not Paid, Accounts Payable Daily Invoice Summary, and Invoice Tracker Summary reports, ensuring invoices are paid promptly and accurately.
- Review and work the Accounts Payable email and distribute invoices to the Accounts Payable Specialist folder in a timely manner, ensuring all invoices are paid within 30 days.
- Support Accounts Payable Specialist staff in daily workflow processing for invoices, purchase orders, receipts, credit cards, credit memos, utilities, and other sub-processes.
- Support Accounts Payable Specialist in completing batch posting, validation resolution, and other issue
- escalation and resolution.
- Maintain exception and delinquent reports with escalation notifications to the Accounts Payable Manager.
- Establish and maintain positive relationships with District staff, vendors, and suppliers.
- Generate and process monthly reports detailing accounts payable status and activity of invoices.
- Communicate and collaborate with Purchasing on the Open PO report to ensure purchase orders are processed and accurately closed.
- Resolve staff and vendor inquiries, discrepancies, and payment issues promptly and professionally.
- Assist the Accounts Payable Manager in preparing and/or updating daily reporting and logs.
- Assist in preparing IRS Form 1099 for all appropriate vendors at year-end and sending it by the required deadlines.
- Assist in both internal and external audits by providing requested documentation and explanations.
- Provide training and development opportunities to the AP team to enhance their skills and knowledge.
- Provide training and support to District Campuses and Departments.
- Communicate and collaborate professionally with departmental team members, District staff, and vendors to resolve concerns and issues.
- Prepare correspondence, forms, manuals, and reports following district standards and requirements.
- Receive incoming calls and emails, answer questions, and direct calls and emails to the proper party within 3 business days.
- Follow district safety protocols and emergency procedures.
II. OTHER DUTIES:
- Perform other duties and/or assignments as requested by the manager.
III. SUPERVISORY RESPONSIBILITIES:
IV. WORKING CONDITIONS:MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS:
- Tools/Equipment Used: Standard office equipment, including computers and peripherals; standard instructional equipment.
- Posture: Moderate standing; occasional kneeling, squatting, bending, and stooping
- Motion: Moderate walking
- Lifting: Regular light lifting and carrying (less than 15 pounds)
- Environment: Work inside and outside (exposure to sun, heat, cold, and inclement weather); exposure to noise
- Mental Demands: Work with frequent interruptions; maintain emotional control under stress with frequent interruptions.
Duty Days 243 Pay Grade AS 7