Accounts Payable/Fixed Assets Coordinator

JOB TITLE: ACCOUNTS PAYABLE / FIXED ASSETS COORD.

DEPARTMENT: District Office Finance

REPORTS TO: Director of Finance

FLSA STATUS/CLASSIFICATION: Non-Exempt; Level 6

SUPERVISORY DUTIES: None

APPROVED ON: 2/14/2023

SUMMARY:  Performs general accounting functions using the Uniform System of Financial Records Chart of Accounts and is primarily responsible for accurately processing and recording vendor payments and maintaining an accurate accounting of the District's assets.   

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Performs accounts payable functions; scans invoice with backup and checks to purchase orders, inputs and reconciles invoices to purchase orders or receipts and prints accounts payable reports
• Processes computer generated warrants, transmits files electronically to Yavapai County Treasurer’s system, verifies warrants for accuracy, mails checks and transmits vouchers for Board approval
• Examines and verifies accounts payable reports, reconciles vendor statements, contacts vendors for information or corrective actions, contacts district personnel regarding purchase requests, receipts, invoices and maintains vendor files; maintains an updated, detailed reconciliation of vendors’ monthly statements
• Processes annual 1099 reports, uploads file to Internal Revenue Service
• Processes employee travel expense claims, reconciling them to approval limits
• Prepares monthly Use Tax and submits to the Arizona Department of Revenue
• Maintains fixed asset inventory control records, assigns property control numbers and processes disposal of assets; maintains and updates general fixed asset listings
• Reconciles fixed asset values to the General Ledger
• Provides information as requested/needed for annual audits
• Maintains inventory of Finance department supplies
• Assists with year-end and closing functions 
• Processes utility billings and tracks individual site usage
• Helps with front desk coverage as needed

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to operate standard office equipment
• Knowledge of generally accepted accounting and purchasing practices
• Ability to communicate effectively verbally and in writing
• Ability to do detailed mathematical computations
• Ability to maintain confidentiality
• Produce accurate work and complete assignments with minimal supervision
• Ability to apply common sense understanding to solve practical problems and deal with a variety of situations
• Ability to work cooperatively and courteously with staff, students, parents and community members
• Knowledge of applicable Federal and State laws, district procedures and Board policies
• Ability to handle confrontation and conflict without an emotional response

QUALIFICATIONS & REQUIREMENTS: 

Education & Experience: 

• High School diploma or equivalent
• 1 year previous accounting or purchasing experience
• Experience with automated accounting systems
• Any equivalent combination of training, education and experience that meets minimum requirements
• Criminal justice/Fingerprint clearance

Computer Proficiency: Demonstrated general proficiency in computer programs such as Microsoft Excel, Word and Google Suite, and job specific computer programs.

PHYSICAL DEMANDS  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform  essential functions.

While performing the duties of this job, the employee is required to reach with hands and arms. The employee is required to sit, stand and walk. The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.   

WORK ENVIRONMENT:

Indoors and outdoors, with exposure to all weather conditions and temperatures. The noise level in the work environment is generally moderate and may become excessively noisy at times. Contact with employees, students and the public.

Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent. The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.