Specialist, Business Office - Accounts Payable (8292)

BASIC FUNCTION & RESPONSIBILITY: Perform accounting and clerical duties related to the efficient maintenance and processing of accounts payable transactions across all funds.

QUALIFICATIONS:

Education/Certification:

• High school diploma or equivalent

Special Knowledge/Skills/Abilities:

• Knowledge of accounting policies and procedures related to assigned department
• Knowledge of budgeting principles and practices
• Knowledge of the District’s accounting policies and procedures
• Knowledge of accounting programs
• Skill in the use of accounting software
• Skill in operating standard computer and software applications, including but not limited to electronic mail, word processing, spreadsheets, databases, and presentations
• Skill in providing advice and counsel to administrators or supervisors
• Skill in researching and analyzing data and reports
• Skill in maintaining and reconciling accounting and financial records
• Skill in making verbal and written presentations
• Ability to organize and prioritize work responsibilities

Experience:

• Four (4) years of related experience

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Support of Administrative, Fiscal and/or Facilities Functions:

• Receive and process for payment on all accounts payable invoices, requisitions, purchase orders, receipts, and vendor information.
• Match invoices with proper purchase orders; ensure completeness and accuracy of invoices and shipments.
• Detects and resolve problems with incorrect orders, invoices, and shipments.
• Contact district personnel and vendors to correct or obtain information needed.
• Confirm balances in accounts for all requisitions.
• Prepare and distribute paid invoices at designated times.
• Input accounting data into an automated accounting system using a personal computer.
• File office copies of checks, requisitions, invoices, and purchase orders.
• Keep records up to date.
• Maintain vendor files and set up new accounts when changes occur.
• Communicate the current status of invoices to campus staff.
• Prepare correspondence using a personal computer.
• Receive incoming calls, answer questions, and direct calls to the proper party.
• Keep informed of and comply with state and district policies and regulations concerning primary job functions.
• Reconcile statement accounts.
• Monthly reporting for Open Purchase Orders.
• Automate reports for Pending Receiving.
• Review receiving reports.
• Process/post District credit card payments.
• Analyze monthly vending receipts to ensure that trends are appropriately noted and accounted for and that the vendor is providing appropriate commissions.
• Provide assistance to campuses/departments as requested.
• Provide support with invoices, receiving records, and payments.
• Assist with weekly check cycles.
• Maintain district credit cards for various vendors.
• Assist with review of travel expense reports.
• Maintain confidentiality of information.

Organization Improvement:

• Work collaboratively to improve programs.

Professional Growth and Development:

• Participate in professional development that increases effectiveness and improves District performance.

School/Community Relations:

• Interact positively with employees and the community to provide needed information and to promote the District in a favorable manner.

Organization Morale:

• Participate in team building activities and the decision-making process as appropriate.
• Communicate and collaborate with campus/department staff to enhance service delivery and customer satisfaction.

Other Responsibilities:

• Comply with policies established by federal and state law, including but not limited to State Board of Education and local Board policy.
• Perform other job-related duties as assigned.

SUPERVISION EXERCISED: None

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work prolonged or irregular hours
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress