Accounts Payable Coordinator

JOB TITLE: ACCOUNTS PAYABLE COORDINATOR

FINANCE DEPARTMENT

DISTRICT OFFICE

GENERAL STATEMENT OF JOB

Under occasional supervision, performs responsible technical accounting work in the processing of accounts payable for the district and in the maintenance of accurate financial records and reports, and performs related work as assigned. Highly organized, detail-oriented accounts payable specialist with knowledge of general accounting to assist with the day-to-day functions of the finance department: including invoice processing, journal entries and spreadsheets. Must have excellent Excel skills, strong work ethic and the ability to handle large amounts of financial data maintaining confidentiality. Reports to the CFO.

SPECIFIC DUTIES AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS

Performs technical accounting work in the preparation and maintenance of accurate financial transactions and records for Cherokee County School District.

Processes accounts payable, performing such duties as preparing and entering invoices for payment, printing and distributing checks, posting ledger entries, balancing accounts, preparing and maintaining vendor files, and generating related reports.

Maintains digital records of all accounts payable transactions.

Processes accounts receivable; prepares monies for deposit; voids and posts checks as needed.

Locates and compiles financial data to assist in updating the Comprehensive Annual Financial Report.

Prepares journal entries for general fund and special accounts as assigned.

Enters and posts budget changes

Assists Accountant with internal financial audits and with external audit as required.

Pays taxes due; prepares use tax report and maintains related records.

Prepares pupil activity, uses tax documentation for all schools; sends information to the Department of Revenue.

Enter and maintain all accounts payable invoice processing and journal entries

Make sure all information is up to date and accurate on the finance page located on the district website as well as posting monthly transparency reports pertaining to accounts payable on the website.

Create accounts payable vouchers for all utility draft notices.

Monthly review of all pcard statements for receipts and other audit documentation and for accuracy.

Mail sorting and distribution of all accounts payable invoices.

Verify the accuracy and compliance with district policies for all travel reimbursements

Print and prepare for distribution all accounts payable checks.

Filing of Accounts payable posting reports after each check run.

Posting accounts payable checks in positive pay as well as being backup for posting payroll/direct deposits when needed.

Prepare monthly sales tax reports and ensure district compliance for accounts payable and food service.

Serve as backup for maintaining all vendor records.

Serve as a backup for SC Department of Insurance Property Claims.

Serve as a backup for student injury claims within the district.

Serve as a backup to the Procurement Coordinator.

Serve as a backup for verifications of employment requests.

Serve as a backup for bank deposits.

Serve as a backup for assisting staff with portal issues.

Other duties assigned by the Chief Financial Officer.

Prepares, analyzes and reconciles financial accounting reports and data for review of management and state, local and federal agencies.

Performs various other accounting duties as assigned, including but not limited to maintaining fixed asset accounting records, reconciling bank statements, completing budget transfers.

Prepares and files various routine financial reports and records as required.

Receives and responds to inquiries, concerns and complaints in areas of responsibility.

Performs routine clerical tasks as required, including but not limited to preparing reports and correspondence, copying and filing documents, answering the telephone, sending and receiving faxes, entering and retrieving computer data, processing daily mail, etc.

Operates a variety of equipment such as a computer, printer, copier, calculator, telephone, paper shredder, check signer / folder, etc.; uses clerical, copier, computer supplies.

Interacts and communicates with various groups and individuals such as the immediate supervisor, coworkers, other District administrators and staff, school administrators and staff, vendors / service providers, and the public.

Attends training, seminars and conferences, etc., as required to maintain and enhance job knowledge and skills.

ADDITIONAL JOB FUNCTIONS

Assists clerical staff with duties as necessary.

Performs related duties as required.

MINIMUM TRAINING AND EXPERIENCE

Requires associate's degree, vocational technical degree or specialized training that is equivalent to satisfactory completion of two years of college education with emphasis in accounting or a closely related field, supplemented by one to two years of technical accounting or bookkeeping experience. Must possess a valid state driver's license.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED

TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Requires sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether like or divergent from obvious standards) of data, people, or things.

Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes the receiving of information and instructions from supervisor.

Language Ability: Requires the ability to read a variety of financial and administrative documents and reports. Requires the ability to prepare various types of reports and documents and enter computer data with the proper format, punctuation, spelling and grammar, using all parts of speech. Has the ability to speak before audience with poise, voice control and confidence.

Intelligence: Requires the ability to apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in oral, written, diagrammatic or schedule form. Requires the ability to learn and understand relatively complex principles and techniques; to make routine independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow verbal and written instructions. Must be able to communicate effectively and efficiently in a variety of technical and/or professional languages including accounting.

Numeric Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to use mathematical formulas, to determine percentages and decimals and to determine time. Must be able to use basic accounting mathematics and practical applications of fractions, percentages, ratio and proportion.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes in using office equipment.

Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Requires the ability to differentiate colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines. The worker may be subject to tension as a regular, consistent part of the job.

Physical Communications: Requires the ability to talk and hear: (talking, expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear).

PERFORMANCE INDICATORS

Knowledge of Job: Has thorough knowledge of the methods, procedures and policies of the Financial Services Division as they pertain to the performance of duties of the Accounts Payable Specialist.

Has knowledge of the functions and interrelationships of the district and other governmental agencies.

Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position.

Has a good understanding of the principles of accounting, and the standards, regulations and laws relating to financial and fixed asset accounting.

Is skilled in accounting/financial mathematics. Has good knowledge of accounts payable procedures.

Can produce quality work which requires constant attention to detail. Has the ability to aid co-workers and employees of other departments as required.

Can take the initiative to complete the duties of the position without the need of direct supervision. Has the ability to plan, organize and prioritize daily assignments and work activities. Has good organizational, technical and human relations skills.

Has the ability to learn and utilize new skills and information to improve job performance and efficiency. Has knowledge of proper English usage, punctuation, spelling and grammar. Has knowledge of modern office practices and technology; has skill in the use of computers for word and data processing and records management.

Can read and interpret complex materials pertaining to the responsibilities of the job. Is able to assemble and analyze information and make written reports and records in a concise, clear and effective manner. Has thorough knowledge of the terminology used within the department.

Knows how to maintain effective relationships with personnel of other departments, professionals and members of the public through contact and cooperation. Knows how to react calmly and quickly in emergency situations.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.

Quantity of Work: Performs described Essential Functions and related assignments efficiently and effectively to produce quantity of work which consistently meets established standards and expectations.

Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and research issues, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policies or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation intra- and inter-departmentally.

Relationships with Others: Shares knowledge with managers, supervisors and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally, and with external entities with whom the position interacts. Tactfully and effectively handles requests, suggestions and complaints to establish and maintain good will. Emphasizes the importance of maintaining a positive image.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety and Housekeeping: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated.

DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

Cherokee County School District does not discriminate against any individual on the basis of race, religion, sex, color, disability, age, national origin, or any other applicable status protected by local, state, or federal law. The district also provides equal access to the Boy Scouts of America and other designated youth groups as required by law.