Temporary Accounts Payable Specialist

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Primary Purpose

Contributes to the organization's financial success by recording and analyzing financial information.

Job Category

Non-Exempt

Pay Basis

Hourly

Subject to Grant Funding?

No

Essential Job Functions

1. Responds to inquiries and resolves discrepancies involving simple to moderately complex financial transactions in a timely manner, requiring a general understanding of work-area policies and procedures.

2. Acts as liaison with other departments, divisions, or organizations.

3. Operates computers programmed with accounting software to record, store, and analyze information.

4. Operates 10-key calculators and copy machines to perform calculations and produce documents.

5. Debits, credits, and totals accounts on computer spreadsheets and databases, using specialized accounting software.

6. Checks figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.

7. Reconciles or notes and reports discrepancies found in records.

8. Resolves discrepancies in accounting records.

9. Compiles statistical, financial, accounting, or auditing reports and tables pertaining to such matters as cash receipts, expenditures, and accounts payable.

10. Accesses computerized financial information to answer general questions as well as those related to specific accounts.

11. Process vendor invoices, checks requests, cash advances, expense reports and journal entries.

12. Reviews purchase orders, vendor invoices, check requests, cash advances, expense reports, and journal entries, for accuracy.

13. Generates reports to ensure timely information is available for management use.

14. Scans and files forms and documents using electronic/manual filing systems to ensure appropriate document retention.

15. Performs general office duties, such as filing, answering telephones, and handling routine correspondence.

Accounts Payable

1. Matches order forms with invoices and records the necessary information.

2. Processes, tracks and maintain records of invoices and supporting documents to ensure accurate revenue recognition or payment reporting.

3. Calculates and prepares checks for utilities, taxes, and other payments.

4. Monitors status of vendor accounts to ensure that payments are up to date.

5. Responds to internal and external inquiries and resolves routine problems in a thorough and timely manner.

6. Audits data and corrects discrepancies to ensure payments comply with NSU expense policies and Federal regulations.

Other

1. Tests programs or databases, corrects errors, and makes necessary modifications.

2. Helps programmers and systems analysts test and debug new programs.

3. Assists in developing training materials and procedures, and trains users in the proper use of hardware or software.

4. Serves as trainer and mentor for junior employees.

5. Complies with federal, state, and company policies, procedures, and regulations.

6. Completes special projects as assigned.

7. Performs other duties as assigned or required.

Job Requirements

Required Knowledge, Skills, & Abilities:

Knowledge:

1. Intermediate knowledge of MS Office Suite (Outlook, Word and Excel).

2. Basic knowledge of MS Access and/or other database reporting tools.

3. Working knowledge of Banner, Ariba and Concur.

4. Accounting - Working knowledge of accounting principles and practices.

5. Clerical - General knowledge of administrative and clerical procedures and systems such as word processing, filing, answering phones, managing files and records, designing forms, supply/equipment ordering, and other office procedures and terminology.

6. English Language - General knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

7. Customer and Personal Service - General knowledge of principles and processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.

Skills:

1. Detail oriented - Proficient skills in paying close attention to all the particular items involved in a work­ related task, and in analyzing data to check for accuracy and to identify errors.

2. Active Listening - Proficient skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

3. Reading Comprehension - Proficient understanding of written sentences and paragraphs in work­ related documents.

4. Speaking - Proficient skills in talking to others to convey information effectively.

5. Critical Thinking - Proficient skills in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

6. Mathematics - Proficient skills in using mathematics to solve problems.

7. Time Management - Proficient skills in managing one's own time.

8. Writing - Proficient skills in communicating effectively in writing as appropriate for the needs of the audience.

Abilities:

1. Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

2. Confidentiality - The ability to maintain strict confidentiality of department and University information gained/exposed in the course of fulfilling job duties and responsibilities.

3. Teamwork - The ability to work cooperatively with colleagues and supervisory staff at all levels; and to assist coworkers on leave to ensure department assignments are completed in a timely manner.

4. Number Facility - The ability to add, subtract, multiply, or divide quickly and correctly.

5. Mathematical Reasoning - The ability to choose the right mathematical methods or formulas to solve a problem.

6. Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.

7. Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).

8. Oral Comprehension & Expression - The ability to listen to, understand, and communicate information and ideas presented through spoken words and sentences so others will understand.

9. Written Comprehension & Expression - The ability to read, understand, and communicate information and ideas in writing so others will understand.

Physical Requirements and Working Environment:

1. Speech Recognition - Must be able to identify and understand the speech of another person.

2. Speech Clarity - Must be able to speak clearly, so others can understand you.

3. Near Vision - Must be able to see details at close range (within a few feet of the observer).

4. May be required to work nights or weekends.

5. On occasional basis, may be required to travel to other offices or an off-campus site for meetings and conferences.

6. May be exposed to short, intermittent, and/or prolonged periods of silting and/or standing in performance of job duties.

7. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils, and computer keyboards.

Required Certifications/Licensures

Required Education

High School Diploma or Equivalent

Major (if required)

Required Experience

High school diploma and five (5) or more years of related accounting support experience.--OR--Associate's degree or 60 college credits and three (3)