Accounts Payable

General Definition of Work

The Accounts Payable Specialist, under moderate supervision, performs intermediate skilled administrative work with limited decision-making discretion entering and paying funds for invoices, matching invoices to checks, and assisting staff with accounts payable questions. This position performs accounting/budgeting and auditing functions to promote the overall efficiency of the district. Employee performs administrative work to carry out Board of Education policies and procedures related to finance under the direction of the Chief Finance Officer.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary/Status

State Salary Schedule/Full-time, 12 months

Reports To

Chief Finance Officer

Place of Work

The normal place of work is on the premises used by Montgomery County Schools. Montgomery County Schools reserves the right to require you to work at such other place(s) as it may reasonably require from time to time.

Essential Functions

• Adhere to all state, federal, and local laws, policies, and procedures
• Implement budgeting and fiscal management systems consistent with local, state, and federal requirements
• Prepare and review various reports and perform special projects
• Verify and process purchase order documentation and invoices to ensure compliance
• Process accounts payable checks, payroll related checks, and employee reimbursements according to policy and law
• Maintain listing and approvals of monthly employee reimbursements and process payments (e.g., cell phone, travel)
• Prepare reports and maintain support documentation as directed/required (e.g., Sales/Use Tax, Forms 1099)
• Manage reconciliation/compliance in assigned areas
• Manage and implement billing and
• Monitor expenditures across bookkeeping functions to not exceed allotments or budget
• Process payment of payroll deductions with supporting documents provided by payroll for child support, tax levies, annuities, 401-ks, etc.
• Train bookkeepers on Accounts Payable functions and funds as needed/required
• Maintain and oversee a complete, systematic, and accurate set of accounting records
• Review vendor statements for accuracy and compliance and troubleshoot vendor inquiries
• Reconcile local, state, and federal accounts and records adjustments as needed/required
• Adhere to an accounting system adequate to record transactions in accordance with the requirements of GAAP, and other relevant state and federal agencies
• Ensure compliance with the Chart of Accounts and account structures mandated for school district use by the Department of Public Instruction
• Complete local, state, or federal surveys and reports accurately and promptly
• Create an inclusive environment with positive communication/public relations
• Participate/facilitate professional development workshops and leadership training
• Perform related work as assigned or required

Knowledge, Skills, Abilities

• General knowledge of principles and practices of public-school finance
• General knowledge of required records preparation and maintenance
• Knowledge of county and school board policies, procedures, and standards regarding school systems
• Knowledge and understanding of accounting and auditing principles, practices, and procedures; financial and statistical record-keeping techniques
• Skilled in technology with demonstrated ability to use spreadsheet software and word processing software
• Ability to maintain professional and emotional control under stress
• Ability to learn and use specialized tools, equipment or software related to business needs
• Ability to use computer-based financial software packages to include experience with database search and retrieval both through query functions and typical web-based reporting in order to answer questions or to detect errors
• Ability to monitor a budget
• Ability to implement local, state, and federal rules, guidelines, and procedures into daily business operations
• Ability to communicate effectively
• Ability to employ positive communication skills in all settings/mediums
• Ability to reason, make judgments, and maintain effective working relationships
• Ability to problem-solve utilizing sound judgment
• Ability to maintain confidentiality regarding school system business
• Ability to take initiative, work independently, and exercise sound judgement
• Ability to conceptualize, initiate, monitor and evaluate new and/or current programs
• Demonstrated ability to work effectively in a deadline-driven, rapidly changing team environment

Education and Experience

• High School Diploma or equivalent with finance, accounting, or related experience
• Associate degree in business, finance, or accounting preferred
• Equivalent combination of experience and education

Special Requirements

• Possess and maintain a valid Driver’s License or ability to provide own transportation
• Travel to school district buildings and professional meetings

Physical Requirements/Working Conditions

• Work requires the occasional exertion of up to ten pounds of force
• Work regularly requires exchange of accurate and detailed information through oral and written communication
• Constantly operates a computer and other office business equipment
• Ability to remain in stationary position for required meetings/work
• Ability to move to other work locations
• Visual acuity requires preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities
• Hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications
• Work requires preparing and analyzing written or computer data, operating standard office equipment, and the use of advanced technology
• Work occasionally requires exposure to outdoor weather conditions
• Work is generally in a moderately noisy location (e.g., business office, light traffic)
• Requires the ability to deal with people beyond giving and receiving instructions
• Must be adaptable to performing under mild to high levels of stress

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job. Job description is sourced from employee interviews, internal documents, representative job descriptions in similar districts, and other state/federal agencies.

Montgomery County Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.