Accounts Payable Manager

POSITION TITLE

Accounts Payable Manager

SCHOOL/DEPARTMENT


Finance


SALARY


Pay Grade 69


FLSA STATUS


Non-Exempt


REPORTS TO


Chief Finance Officer


SUPERVISES


None


WORK WEEK SCHEDULE


Monday - Friday


WORK HOURS


40


NUMBER OF MONTHS PER YEAR


12

POSITION PURPOSE:


Under general supervision, performs technical accounting and purchasing work in order to procure goods and services for ABSS in accordance with the North Carolina General Statutes and local procedures. Employee is responsible for reviewing purchase documentation to ensure that funds are available and necessary documentation is filed. The employee is also responsible for monitoring, preparing, compiling, and maintaining financial records and reports. Employee serves as a liaison between vendors and the organization, maintaining current knowledge of materials and price lists for use when ordering materials, equipment, supplies, etc. Work requires the use of current technology for establishing and maintaining records and producing reports.


EDUCATION, TRAINING, AND EXPERIENCE:


Associate degree in accounting, business administration or related field and 3 to 4 years experience in bookkeeping, basic accounting, inventory control work involving computer spreadsheet applications and analysis, or any equivalent combination of training and experience that provides the required knowledge, skills, and abilities.


CERTIFICATION AND LICENSE REQUIREMENTS:

PREFERRED QUALIFICATIONS:

• Must become a member of the North Carolina Association of School Business Officials Academy to obtain certification.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Interacts with personnel in schools/departments as needed to insure timely and accurate processing of invoices and travel reimbursements.
• Posts expenditures for all funds to assist with weekly cash orders.
• Posts monthly charter school payments.
• Reconciles statements from all vendors to resolve any discrepancies or issues with vendors.
• Creates and posts spreadsheets for all utilities, assisting with the different forms of payment.
• Manages purchasing card transactions by uploading supporting documents and reconciling as needed.
• Edits and close purchase orders when necessary.
• Assists with setting up new users with supply vendors.
• Manages travel tracker payments made by individual schools.
• Manages daily deposit for assigned departments.
• Performs other related duties as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prepares appropriate documents for the purchase of materials, supplies, equipment, construction and service contracts according to applicable laws, rules, procedures and regulations of the State of North Carolina and the Alamance-Burlington School System.
• Reviews and verifies purchase requisitions to ensure that appropriate budget codes and acquisition procedures are followed; monitors and reconciles orders with vendors; resolves vendor problems and expedites purchase orders and purchases through the system.
• Develops and prepares specifications for materials ordered, prepares specifications for assigned projects; solicits bids from vendors; makes vendor selection recommendations based on materials quality and price quotes.
• Evaluates services and processes and makes recommendations on whether to perform functions in-house or through a contract process.
• Works closely with vendors and maintains familiarity with current products and price schedules.
• Monitors internal procedures to ensure compliance with State, local, and organizational procedures; assists in evaluating internal procedures to ensure compliance with organizational goals and objectives.
• Monitors, prepares, compiles, and maintains financial records and reports.
• Ensures furniture and equipment standards are met for safety and instructional purposes.
• Assists with procurement card audits.
• Enters data to generate purchase orders and to encumber necessary funds; prints and disseminates purchase order copies as necessary.
• Provides computer training to school and department personnel as it relates to Purchasing.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.