What are the responsibilities and job description for the Accounts Payable Specialist III position at Oklahoma City Public Schools?
Position Summary
The Accounts Payable Clerk reports to the Accounts Payable Manager and is responsible for the complete, accurate, and timely payment processing of all approved vendor invoices. This includes identifying and resolving variances between purchase orders, invoices, good receipts, and/or vendor payments so that payments are in compliance with board policy and federal and state law.
Essential Duties
FSLA Status: Non Exempt
Compensation: 809
Work Days: 242
FTE: 100
This job description is not intended to be all inclusive. The employee will also perform other reasonably related business duties as assigned by the supervisor or appropriate administrator. Oklahoma City Public Schools reserves the right to, update, revise or change job duties as the need prevails. This document is for communication only and not intended to imply a written or implied contract of employment. The Board of Education and Superintendent may approve alternatives to the listed qualifications.
The Accounts Payable Clerk reports to the Accounts Payable Manager and is responsible for the complete, accurate, and timely payment processing of all approved vendor invoices. This includes identifying and resolving variances between purchase orders, invoices, good receipts, and/or vendor payments so that payments are in compliance with board policy and federal and state law.
Essential Duties
- Monitors specific vendor group assignment as directed.
- Enters all invoices into SAP financial software daily.
- Performs invoice receipt maintenance to include contacting cost centers and/or vendors.
- Reviews, researches and reconciles monthly vendor statements to invoice receipts in the system to include invoices blocked for payment.
- Reviews monthly vendor aging reports weekly with follow-up on aged accounts.
- Reviews and maintains vendor remit to addresses to ensure timely payment postings.
- Coordinates with purchasing department for master data maintenance and missing or insufficient purchase orders.
- Maintains AP files. Contact vendors for status on past due balances.
- Identifies problem accounts or issues and determines and implements corrective actions.
- Prepares specialized reports, ensuring completeness, accuracy, and timeliness of reporting.
- Assists in developing and presenting training related to department specific functions to all applicable district
- Understands department/desktop manuals, department webpage, and training materials and provides feedback for improvements and corrections.
- Remains current through self study or sponsored professional development, keeping informed of business and financial laws, policies, and regulations affecting the business affairs of the District and monitors for adherence and compliance.
- Shares responsibilities of other members of the department/division during peak periods or when there is an overload of duties, or fill in when an individual is away from the work station. Cross trains with co-workers to serve as department back up.
- Assists in SAP system testing for mandated/requested configuration maintenance and updates.
- Identifies and recommends improvements to policies, regulations, and procedures to achieve maximum accuracy, efficiency and internal control.
- Provides training and leadership to other department staff.
- Maintains documentation and filing to provide proper audit trails for all transactions and generates reports as necessary.
- Assists with documentation, maintenance and completion of closing processes (monthly, quarterly or annually) to ensure accurate financial reporting.
- Prepares balance sheet reconciliations documenting identified variances and resolutions, escalating unforeseen variances as appropriate.
- Understands department related policies, regulations, and procedures to achieve maximum accuracy, efficiency and internal control.
- Maintains and develops positive relationships with external and internal customers and other departments. For the safety and convenience of all customers, provides virtual customer service and robust website resources for 24/7 access (when these options may not work, ensuring opportunities for in-person customer service as needed).
- Handles more complex accounting discrepancies and customer service inquiries.
- Utilizes resources and technology to maximize efficiencies and savings.
- Utilizes teamwork by working collaboratively with fellow employees and others to achieve identified goals and objectives.
- Maintains confidentiality with all sensitive information.
- Develops interpersonal relations by building productive rapport with employees at all levels within and outside the department. All employees are treated with fairness, dignity and respect.
- Performs other duties as assigned.
- High School Diploma or GED.
- Four (4) years of direct accounting or finance experience.
- Strong experience with Microsoft Office Suite (Word, Outlook, and Excel), particularly Excel.
- Demonstrates dependability by consistently working their set work schedule.
- Ability to perform electronic filing, record keeping tasks, and data entry.
- Excellent interpersonal and written/verbal communication skills, including emails, by phone, virtual meetings and in person.
- Excellent time management skills with the ability to multi-task and prioritize to meet deadlines.
- Strong attention to details and organizational skills.
- Ability to proficiently use a 10-key adding machine, PC, scanner and other general office equipment.
- Ability to identify, research and resolve discrepancies and problems.
- Ability to collaborate and work in a team environment and independently.
- Ability to train and mentor other staff.
- Excellent decision making and analytical skills
- Associate's or Bachelor's degree or college courses in accounting, finance, or related field.
- SAP software or other general ledger/accounting/ERP software experience.
- Public education or governmental (fund) accounting knowledge and/or experience.
- Accounts payable experience in an educational environment.
- Knowledge of GAAP (generally accepted accounting principals).
- Certified Accounts Payable Associate (CAPA) or Certified Accounts Payable Professional (CAPP) or Certified
- Accounts Payable Specialist (CAPS).
- Relevant experience may be substituted for formal education at a 2:1 ratio. Therefore for every 1 year of college lacking, 2 years of directly relevant experience may be substituted.
- Must have adequate manual dexterity to write legibly and perform required duties on the computer.
- Must have adequate visual acuity to read, interpret and transcribe written material and other required duties.
- Requires normal range of hearing and clear speaking abilities to interact appropriately with others in person and on the telephone.
- Requires some stooping, bending, stretching and occasional lifting not to exceed 25 pounds.
- Sitting for prolonged periods of time.
- May periodically require work outside of normal business hours, including weekends, under sometimes. stressful conditions in order to meet business needs and strict deadlines.
- Office duties will be performed in a well-lighted, climate controlled environment.
FSLA Status: Non Exempt
Compensation: 809
Work Days: 242
FTE: 100
This job description is not intended to be all inclusive. The employee will also perform other reasonably related business duties as assigned by the supervisor or appropriate administrator. Oklahoma City Public Schools reserves the right to, update, revise or change job duties as the need prevails. This document is for communication only and not intended to imply a written or implied contract of employment. The Board of Education and Superintendent may approve alternatives to the listed qualifications.