Accounts Payable Assistant

Description

JOB SUMMARY: Assist in the management of ESC-20's accounts payable system, including but not limited to: payment processing; problem research and resolution; monitoring past due vendor accounts; and, monitoring purchase order balances. Assist in the management of ESC-20's compliance within the Financial Services System.

POSITION REQUIREMENTS:

JOB KNOWLEDGE, SKILLS/ABILITIES

Knowledge
• High school diploma or GED required.
• Three years accounts payable experience required.
• Experience with Texas Education Agency Financial Accountability System Resource Guide preferred.
• Thorough understanding of basic accounting and accounts payable concepts.
• Experience in management of multiple, simultaneous tasks.
• Knowledge and/or experience in office procedures, office machines (e.g., 10-key calculator-by-touch, etc.) and computerized accounting procedures.
• Experience with accounts payable software preferred.

Skills/Abilities
• Ability to communicate effectively on the phone or in person with clarity and courtesy.
• Ability to compose effective correspondence.
• Ability to prepare accounts payable and system generated reports as needed.
• Ability to perform the functions of the position with minimal supervision.
• Ability to understand and follow verbal and written instructions to perform multi-step tasks.
• Attention to detail required.
• Demonstrated ability to deal with frequent change or unexpected events.
• Ability to organize, plan, and prioritize work.
• Proficiency with standard functions within applications such as Microsoft 365/Google, (word processing, spreadsheets, presentation software), e-mail, web browsers, and databases.
• Proficiency with computers (PCs and/or MACs) to include file and desktop management and operations, and working in a cloud-based and/or networked environment.

• Exceptions to these requirements will be considered based on exemplary skills, training, and record of success.

PRODUCTS/OUTCOMES

Accounts Payable
• Review payable documentation to ensure compliance with Center policy and procedures, and resolve issues as needed.
• Validate correct budget information daily by using the budget info sheet.
• Review information on payment submissions, ensuring correct use of budget codes, availability of funds and proper approvals are obtained.
• Ensure that all invoices are paid correctly by verifying vendor name, vendor number, and mailing address, and ensuring that all supporting documents are attached or uploaded.
• Follow up on budgets that are ending; clear outstanding purchase orders; set up accounts payable.
• Follow up on all outstanding purchase orders, contacting vendors and/or support staff as needed.
• Match invoices with the proper receiving copy of the purchase order or online payable and process for payment.
• Process travel and expense reimbursements for employees and non-employees.
• Maintain an accurate, computerized vendor file; update as needed; delete all inactive vendors.
• Maintain a numeric check filing system.
• Follow up on outstanding invoices and send emails to appropriate individuals as needed.
• Ensure payments are processed timely and that all credit accounts are current.
• Process checks on a weekly basis in accordance with Center calendar.
• Generate and maintain reports and supporting documentation associated with weekly check runs.
• Maintain current W-9 files.
• Assist with the preparation of 1099's annually.
• Monitor and track all prepaid accounts.
• Monitor and track all payable accounts.
• Monitor and close outstanding purchase orders in accordance with budget and year-end closeouts.
• Provide accounts payable and system guidance to Center staff.
• Maintain awareness and follow guidelines of allowable costs for expenditures; work with budget managers and staff to ensure proper coding of unallowable costs.

Federal and State Requirements/Compliance
• Assist with ensuring ESC-20's compliance within the Financial Services system.

INITIATIVE
• Demonstrate initiative, persistence, and a proactive approach to assigned responsibilities.
• Demonstrate the use of sound judgement and ingenuity in problem solving to meet the needs of the Center and clients served.
• Seek, participate, and engage in job-related learning and development experiences that provide professional growth.
• Remain current with industry standards, developments, and applicable laws/regulations; implement accordingly.
• Demonstrate flexibility and adaptability to new situations and assignments.
• Set challenging goals and reach a high standard of performance despite barriers encountered.
• Perform duties with awareness of broader organizational impact, ensuring actions and decisions support department and organizational success.
• Promote and support continuous improvement and organizational change.
• Work under minimal supervision.

COMMUNICATION/HUMAN RELATIONS
• Model the Principles of Public Service (Policy AD LOCAL).
• Communicate in a timely and effective manner and interact professionally.
• Build professional relationships with colleagues and clients, maintaining regular interaction to meet shared outcomes.
• Demonstrate self-confidence, professionalism, and a high level of customer service skills (e.g., courtesy, patience, diplomacy, etc.) at all times and, in particular, when under stressful or unprecedented situations while working with colleagues and clients.
• Demonstrate professional-level written and oral communication skills.
• Work collaboratively in a team setting.
• Keep supervisors informed.
• Regularly handle and maintain confidentiality of sensitive communications and information at all times.

SUPERVISION AND ORGANIZATION OF STAFF
• None.

BUDGET RESPONSIBILITY
• Be aware of and follow Center guidelines of allowable costs when recommending use of public funds for expenditures for supplies, equipment, and facilities in area of assignment.

PHYSICAL/MENTAL DEMANDS & ENVIRONMENTAL FACTORS
• Tools/Equipment Used: Standard office equipment including personal computer, peripherals, copy machine, phone, etc.
• Posture: Prolonged sitting; occasional standing, bending/stooping, pushing/pulling, and twisting.
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
• Lifting: Light lifting and carrying (less than 15 pounds); occasional heavy lifting/carrying (15-50 pounds).
• Environment: This role primarily operates in an in-person, dynamic office setting, characterized by frequent verbal communication, movement, and collaboration among team members (small to large in-person gatherings/meetings); exposure to low or intense illumination; exposure to office equipment noise; may work prolonged or irregular hours; occasional travel; and, occasional remote work (after pre-determined length of employment).
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

ADDITIONAL REQUIREMENTS
• Champion and model the Center's Mission, Vision, Core Values, and Service Standards.
• Function within the policies and procedures of ESC-20.
• Accept other responsibilities as assigned.
• Dress and groom appropriately for the ESC-20 work setting.
• Travel independently to fulfill responsibilities of the position.
• Maintain regular and reliable attendance, majority in-person/onsite.
• Serve at the will of the Executive Director.