Accounts Payable Specialist (900001005)

POSITION TITLE:

Accounts Payable Specialist

RESPONSIBLE TO:

Director of Accounting     

JOB CLASSIFICATION:

Classified position:  239 day Employee-at-Will.

FLSA Status: Exempt

ESSENTIAL FUNCTIONS:

Responsible for the School District’s accounts payable process, including contracts, purchase orders, procurement card processes, and all payments from District-level funds.

QUALIFICATIONS:

Education: 

High school diploma required, advanced training in accounting/bookkeeping preferred. 

Experience: 

A minimum of five years of bookkeeping or accounting experience, preferably in accounts payable for K-12 education. 

MAJOR RESPONSIBILITIES:

1. Demonstrates prompt and regular attendance.               
2. Manages the receipt, auditing, dating and routing of incoming invoices, billings, statements and claims for District funds. Obtains proper authorization and documentation to pay invoices received.
3. Manages the procurement card system, maintains users, groups, profiles, and cards in the software system. Communicates with the bank on procurement card issues to resolve problems timely. Updates procurement card procedures and provides training to new users as needed.
4. Reviews approved purchase orders and matches them to approved receiving documents and invoices. Monitors and adjusts accounting codes and dollar amounts as needed to process payments within guidelines. 
5. Prioritizes invoice payments according to cash discount and payment terms.
6. Researches and resolves problems and inquiries from both internal and external parties concerning account status and the processing of invoices and purchase orders. Handles responses via phone or email on a timely basis. 
7. Prepares batch check runs, wire transfers and ACH files for payment, at least twice per month, or as needed, using the District’s financial software. Generates positive pay file for upload to bank for all checks issued. Maintains proper documentation for review and audit. 
8. Provides excellent customer service as primary contact with all district vendors. Maintains vendor contracts and ensures proper approval and compliance with purchasing procedures.
9. Maintains vendor files within the financial software, assigning vendor numbers and changing data as needed, including maintaining 1099 data. Ensures complete W-9 and vendor information is on file.
10. Conducts research as needed to correct errors, obtain missing invoices and ensure there are no duplicate payments to vendors.
11. Processes staff travel reimbursements in compliance with State of Georgia travel regulations and District travel procedures.
12. Assists in writing procedures for the Accounts Payable area and ensures these procedures on the District’s website are up to date.
13. Performs other duties as required by the Director of Accounting and CFO.

Skills, Knowledge, Abilities:

Thorough knowledge of accounts payable/general ledger systems using a detailed chart of accounts.  Strong problem-solving skills, organizational ability, documentation, research and resolution skills; must multitask and be able to communicate effectively and professionally verbally and in writing.  Proficient in Excel and Word, with good knowledge of various financial systems.  High volume, fast paced environment with emphasis on accuracy and timeliness in meeting deadlines.  Working knowledge of Munis financial system a plus.

Physical Demands:

Routine physical activities that are required to fulfill job responsibilities.

Working Conditions:

Normal office environment.

NONDISCRIMINATION STATEMENT:

The Board of Education of the City of Marietta does not discriminate on the basis of race, color, religion, national origin, age, disability, or gender in its employment practices, student programs and dealings with the public.

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