Accounts Payable Specialist for Administration

Accounts Payable Specialist

Permanent full time position. Classification - unclassified - Salary range $43,176 - based on experience.

Job Goal: To provide the highest level of administrative support, performing accounts payable/payroll functions in an accurate, professional, confidential, efficient, and timely manner.

Essential Functions: Uses computer/technology skills, including but not limited to using the Internet, accessing databases, spreadsheet design, desktop publishing, and creation of various forms. Updates skills to ensure ability to use technology and implement new practices and procedures as they are developed. Performs other general office duties related to position including maintenance of online and hard copy file systems appropriate for a business office environment in accordance with board policy, administrative regulations and standardized records management procedures to facilitate retrieval and access.

Complies with security procedures for both classified and unclassified materials; retrieves filed documents and materials; and transfers and discards files in accordance with established business procedures and schedules.

Establishes or maintains existing online and hard copy filing systems appropriate for Business Office environment, in accordance with standardized records management procedures and so as to facilitate retrieval and access. Maintains classified or confidential materials in accordance with security procedures; and transfers and discards files in accordance with established business procedures and schedules.

Assists with preparation and coordination of audits.

Reconciles check totals to invoices. Finalizes and processes all cost batches for final monthly reconciliation and Treasurer's Report.

Communicates with administrators regarding receipt of orders, invoice questions, past due invoices and signature requests on purchase orders and invoices and all other matters related to accounts payable.

Verifies the accuracy of invoices received from vendors. Reviews invoices against receiving records to ensure items were received by the District and address any invoices for which receiving records are not available, bringing any serious concerns to the supervisor. Communicates with vendors regarding invoices, payments, purchase orders, credits, or other information needed and prepares all vendor credit applications and tax exempt forms.

Tests mileage calculations and reviews documentation submitted, and reviews employee and board travel expenses to ensure compliance with applicable policies and procedures. Processes for payment in accordance with internal deadlines and procedures after reviewing any concerns with supervisor.

Reconciles credit card statements monthly, ensuring compliance with applicable policies and procedures and raise any concerns with supervisor.

Ensures time-sensitive payables, as identified by supervisor, are paid and filed on a weekly basis or more quickly as directed.

Prints and mails all checks with the exception of payroll checks, for the district.

Extracts the open purchase orders from the accounting system and reconfigures on a spreadsheet for audit purposes at the end of the year. Determines and books accounts payable at year end.

Additional Responsibilities: Maintains confidentiality with all sensitive information including financial and student population related records and complies with requirements of federal and state law and regulations and District policies and administrative procedures.

Maintains and updates 3rd party vendor information, issues W-9 Forms to all vendors, and processes 1099's for vendors and IRS in January. Provides records for the annual budget as requested.

Performs other duties as assigned. Performs in accordance with school policy, administrative regulations, state and federal laws.

Qualifications: 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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education: High School

Experience: 1-2 years Prior experience in accounts payable, bookkeeping, or finance

Scope Analytical Demands: Occasional analytical demands. Analysis involves simple comparisons between numbers, letters, etc. (e.g., sorting, tallying, simple tabulating, and the like).

Supervision: No supervisory duties.

Sensory Abilities: Visual acuity and auditory acuity. Ability to communicate effectively in all aspects of the job.

Temperament: Must possess excellent interpersonal skills. Ability to make judgments and work under high level of stress. Must be cooperative, congenial, and service oriented. Able to make judgments and work in situations that may be stressful. Ability to work as a coordinator and a member of a team. Must be courteous and able to effectively manage job responsibilities. Must be cooperative, congenial, service oriented, and promote these qualities. Ability to work in an environment with frequent interruptions. Ability to be respectful and empathetic.

Cognitive Ability: Ability to communicate effectively. Ability to organize tasks. Ability to exercise good judgment. Ability to follow written and verbal directions, to read and write, to communicate effectively, to organize tasks, to handle multiple tasks, and to exercise good judgment. Ability to establish and maintain rapport with students, parents, athletic staff, alumni, Board members, booster groups, staff, co-workers, and general community. Ability to work on multiple tasks and prioritize appropriately. Ability to recognize areas of concern and propose or recommend appropriate solutions to problems. Maintains productive working relationship with immediate supervisor.

Specific Skills: Must possess active listening skills. Plans and prioritizes assignments effectively. Able to handle several ongoing tasks and projects at once. Able to adjust to changes in the work environment. Reports to work on time, gives a full day's work and makes effective use of time while on the job. Maintains a good attitude toward administration, fellow employees and the public. Demonstrates the ability to acquire the skill required to operate new and existing software and hardware. Proofreads work for grammar and spelling accuracy. Ability to compose clear, concise sentences and paragraphs.

Workplace Expectations: Acknowledges individuals' requests and handles them in a friendly and courteous manner. Promotes a positive team environment through active cooperation with others. Maintains awareness of the School District's policies and procedures. Follows the chain of command. Shows initiative and works with minimal supervision. When appropriate, incorporates progressive ideas/concepts into daily responsibilities. Responds appropriately to supervision and direction. Dresses appropriately for job environment. Ability to follow directions and give direction to others. Ability to work independently and make work-related decisions. Ability to exercise good judgment in prioritizing tasks. Ability to communicate effectively at all organizational levels. Ability to use computer technology efficiently including word processing, presentation/webpage software, PowerPoint and Excel software applications. Ability to appropriately handle confidential information in accordance with District policies.

Upper Darby School District