Account Payable Specialist

Pioneer Valley Transit Authority Job Description

PVTA is seeking to fill the position of Accounts Payable Specialist to join our finance team. This is a high-volume position working with vendors, internal managers, and contractors. The Accounts payable Specialist performs all of the Accounts Payable functions of the PVTA, and the duties associated with those activities to ensure accurate GL account postings, Federal Grant postings, and accurate invoice entries. This is an excellent career opportunity for a seasoned AP professional.

Please note: This is not a remote or hybrid position.

Job Title: Accounts Payable Specialist.

Department: Finance

Job Location:

Reports to: Director of Finance.

Salary Range :$20.00-25.00 per hour.

F.L.S.A. Status: Non-exempt Level.

Position Summary: This is a high-volume position working with vendors, internal managers, and contractors. This position will perform all of the Accounts Payable functions of the PVTA and duties associated with those activities to ensure accurate GL account postings, Federal Grant postings, and accurate invoice entries. PVTA has two separate and totally distinct AP companies which must be maintained on a daily basis and reported on in an accurate and timely manner.

Position Summary: This is a high-volume position working with vendors, internal managers, and contractors. This position will perform all of the Accounts Payable functions of the PVTA and duties associated with those activities to ensure accurate GL account postings, Federal Grant postings, and accurate invoice entries. PVTA has two separate and totally distinct AP companies, which must be maintained on a daily basis and reported on in an accurate and timely manner.

Essential Duties and Responsibilities: Include the following. Other duties may be assigned.

Perform general Accounts Payable function: Perform all accounts payable activities in a timely manner, and ensure established policies and procedures are followed, including obtaining all appropriate authorizations and supporting documentation (i.e., purchase orders); accurately process operating, and capital invoices, internal check requests, and expense reimbursements; coordinate efforts with Claims Department Staff to receive and process claims payments.

Maintain accurate filing system of accounts payable documentation: Track and maintain filing systems for operating and capital payable files for efficient retrieval of documents; coordinate efforts with Grants Manager to accurately track capital payments.

1099 reporting: Process year-end 1099 forms in a timely manner and distribute to appropriate constituents.

Maintain fuel invoice data: Receive fuel invoices from suppliers; input and track fuel data according to established procedures; maintain account history and data as needed and required to assist CFO with information requests, such as fuel consumption and tracking.

Provide departmental assistance where needed: Assist with special projects as needed; assist with periodic department audits by gathering requested information; and provide general support to other department staff when requested. Proactively assist staff when the expertise of your position could assist any ongoing projects or tasks.

Maintain Petty Cash Account

Accounting Practices: Maintain current knowledge of accounting practices as they relate to position and keep current with all department policies and procedures; adapt to changing departmental needs, new technologies/software, and all other initiatives that are consistent with ongoing quality improvement efforts.

Maintain accurate filing systems and record retention according to established procedures. Perform other duties as assigned.

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

Education and/or Experience: Associates degree in Accounting, Bachelor’s degree preferred; a minimum of 5 years related experience and/or training; equivalent combination of education and experience.

Required Competencies: This position requires the following competencies: Strong interpersonal skills; must be an effective communicator and be able to maintain confidentiality. Oral and written communication skills: must be a good listener and seek clarification when needed; respond well to questions; strong business writing skills with ability to write clearly and informatively; edit own work for spelling and grammar; read and interpret written information, Judgment: display willingness to make decisions; exhibit sound and accurate judgment and make timely decisions, Motivation: prioritize and plan work activities; use time efficiently; set goals and objectives, Teamwork: must be an outstanding team player and be able to balance team and individual responsibilities, Professionalism: approach others in a tactful manner; react well under pressure; treat others with respect; accept responsibility for own actions, follow through with commitments, Quality: demonstrate accuracy and thoroughness; monitor own work to ensure quality. Quantity: meet productivity standards; complete work in a timely manner; strive to increase productivity. Adaptability: adapt to changes in the work environment; manage competing demands; change approach or method to best fit the situation; deal with frequent change, delays, or unexpected events. Attendance/Punctuality: must be consistently at work on time; ensure work responsibilities are covered when absent. Dependability: able to follow instructions; respond to management directions; take responsibility for own actions, keep commitments; complete tasks on time or notify appropriate person of alternate plan. Initiative: volunteer readily; undertake self-development activities; seek increased responsibility; take independent actions; request help when needed.

Computer Skills: Strong computer skills, including data entry, word processing, spreadsheets and an awareness of automated financial reporting systems. An intermediate Excel knowledge is required.

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 this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, and/or hear. The employee is occasionally required to stand, walk, use hands to finger, handle, or feel and reach with hands and arms. Extensive use of computer and keyboard and viewing of computer screen is required. Regular use of basic accounting equipment (i.e., calculator, adding machine) is required. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include vision, color vision, and ability to adjust focus.

Work Environment: The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is a typical office environment. The noise level in the work environment is usually quiet.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off

Physical Setting:

• Office

Education:

• Bachelor's (Preferred)

Experience:

• Accounting software: 1 year (Required)

Work Location: In person

Salary : $20 - $25