Accounts Payable Specialist II

GENERAL RESPONSIBILITIES: FLSA: Hourly


Supports District schools and principals in their effort to foster an optimal educational environment for students. Maintain the District's accounting system for all accounts payable. Coordinate and validate invoices and purchase orders, and process payments upon verification of receipt. Prepare voucher supplements for Governing Board action. Assure effective and efficient payments on behalf of the District for all goods and services provided.

MAJOR TASKS:

• Maintains a complete and systematic set of records for all day to day accounts payable operations.
• Validates invoices, purchase orders and packing slips, and processes payment upon verification of receipt of goods and/or services.
• Enters invoice payments into computer system, verifying totals and taxes.
• Prepares vouchers, warrants and supplemental reports related to accounts payable for the Governing Board and administrators.
• Verifies expense warrants with vouchers, purchase orders and invoices prior to distribution of warrants.
• Transfers warrant and ledger files to the county finance system.
• Distributes warrants to vendors, via mail and electronic online systems.
• Works with departments/schools and Vendors to resolve billing issues.
• Processes payment for insurance, use taxes, etc. on a timely basis, using Microsoft Money software.
• Reconciles various bank accounts on a monthly basis.
• Maintains records of utility expenses in Microsoft Excel for analysis.
• Prepares reports as required by laws and as needed by administration.
• Works with Procurement & Accounting Coordinator on inventory of assets.
• Backup for Accounts Payable II with Auxiliary, Tax Credit and Student Activity.
• Maintain master list of Vendors for district bidding process.
• Exercises judgment when dealing with confidential information.
• Performs other duties as assigned by the Director of Finance and Business Services.
• Verify deposits from sites and prepares Wells Fargo deposit for Brinks pick up.
• Track and maintain records of Special Education invoices.
• Responsible for maintaining data, reports, and reconciliation of Capital Assets.
• Responsible for W9's and updating vendor information in Visions.
• Maintain Capital Asset spreadsheet to track District assets.
• Process EFT payments and research discrepancies in the Commerce bank account.
• Enter requisitions for the Trip Reduction program.
• Order department supplies.

QUALIFICATIONS :

• A high school graduate or equivalent.
• Experience with accounts payable and receivable.
• Ability to operate a computerized accounting system.
• One year of college accounting courses and experience in school district or governmental-type accounts payable and receivable preferred.
• Experience with Microsoft Excel, Microsoft Word and Microsoft Money preferred.
• Experience with USFR codes and Infinite Visions® Finance modules preferred.
• Able to type, file, and organize and record data.
• Effective interpersonal and communication skills.

ESSENTIAL SKILLS AND ABILITIES:

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 required to have regular and reliable attendance, is regularly required to sit, talk and/or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools and/or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include: close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:


The work environment characteristics described here 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 noise level in the work environment is usually moderate.

SUPERVISION:


Received from: Chief Financial Officer


Given to: None

EVALUATION:


By the Chief Financial Officer at least once annually in
accordance with the policy of Governing Board.