Payables Specialist

Payables Specialist

Payables Specialist provides financial services support for the District and completes general departmental duties. The Payables Specialist will process documents through the finance system to generate payments to vendors and record accounting information for the District (e.g., data entry for accounts payable, cash receipts, journal entries, budgets, etc.).

Required: H.S Diploma At least 2-3 years of previous work experience in an accounting, bookkeeping, or similar position, preferably working in settings that serve low-income students and communities. Experience and familiarity with compiling and analyzing data to drive decision-making. Requires intermediate to advanced understanding of the Microsoft Office suite, including computer fluency with word processing and spreadsheet software to support recordkeeping, Google Docs, and bookkeeping best practices. Familiarity and experience with online accounting and bookkeeping software systems A valid driver's license as well as current insurance and a vehicle with valid registration Required criminal history background check, physical, and proof of U.S. citizenship or legal resident alien status.

Preferred / Additional Qualifications: Experience with Systems 3000 or CSI Smarts accounting software (preferred but not required)

Core Responsibilities

Major responsibilities of the role include, but are not limited to:

• Updates and maintains Accounts Payable data with accuracy, consistency, quality, and integrity.
• Manages the accounts payable email, processing incoming requests and documentation promptly and efficiently.
• Performs all aspects of the accounts payable function, including matching purchase orders to invoices, reviewing contracts, and regularly entering invoices into our accounting system according to departmental policies and procedures.
• Ensure all proper documentation and approvals are received before preparing invoices for payment for all vendors including contracted vendors, and staff reimbursements.
• Quality checks data regularly and maintains backup documentation in our accounting system and electronic files to ensure organization and accessibility.
• Reviews monthly statements, seeks and applies prompt payment discounts, and avoids past due payment penalties.
• Solves problems that arise with invoicing and processes, identifies solutions, and resolves errors and/or discrepancies promptly.
• Maintains strong, productive working relationships with vendors and staff, providing outstanding customer service to all stakeholders.
• Assists employees, vendors, and community members with general inquiries and refers questions to the appropriate person when necessary.
• Research and resolves any outstanding balances on accounts by communicating with all stakeholders through telephone, mail, email, or in-person communication.
• Review vendor's remit to address for payment and update information in the accounting system when necessary.
• Compiles data reports and other analytical tools to support the Division of School Finance in monitoring goals and making data-driven decisions that best serve the district's schools and students.
• Researches and recommends programs, policies, and procedures to improve the effectiveness and efficiency of the accounts payable function, including new software, internal controls, new electronic payment technologies, and customer service strategies.
• Serves as a backup for the manager's monthly bill list and the electronic file for these transactions.
• Assist with OPRA and auditor requests, and yearly 1099 process.
• Assists, as needed, with end-of-month closing via journal entries and reconciliations.
• Assists with cash flow forecasting projections for expected vendor payments.
• Maintains a procedure manual of accounts payable tasks as a guide for backup assistance when necessary and codify strong systems and processes to support this work.
• Performs various departmental tasks in support of Division of School Finance co-workers as workload and staffing levels dictate.
• Supports projects and initiatives in other divisions and departments throughout CCSD as-needed basis.
• Performs other duties as assigned by the Senior Manager/Program Manager of Accounts Payable or designee.

Core Competencies

An ideal candidate for this role will demonstrate the following and/or have experiences with:

• Strong oral and written communication skills
• Comfort and experience with entering data into online systems, cleaning and improving the quality of existing data, and manipulating large, complex data sets into clear and easily understandable reports.
• Creative and outside-of-the-box thinking.
• Must be detail-oriented, with accurate data entry skills.
• Strong interpersonal and teamwork skills
• Flexible, optimistic approach; committed to overcoming challenges; comfortable with change and ambiguity.
• Customer service focused.
• Ability to work independently and manage multiple responsibilities simultaneously.
• Desire to grow professionally and seek out new opportunities to gain experience.
• Integrity and clarity in all communications and interactions
• Commitment to the success of all Camden students; specifically, to raising the academic achievement of children in high-poverty communities.
• Ability to thrive in a fast-paced and achievement-oriented environment.
• Strong problem-solving skills
• Fluency in all Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and basic Web browsers and searches
• Willingness to go above and beyond contribute to the success of a dynamic team committed to a new future for urban education.
• Demonstrated ability to learn quickly and take initiative.

Physical Demands: The following physical demands are representative of those required to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions. While performing the duties of this job, the employee must be able to: Sit, stand, walk, speak, and hear for extended periods for various tasks. Use hands and arms to reach, handle, and operate tools, computers, or controls. Lift and carry items necessary for job performance. Use close, color, peripheral, and depth vision, and adjust focus as needed.

Environmental Demands: The following environmental conditions are representative of those an employee may encounter while performing the essential functions of this position. Possible exposure to a range of childhood and adult illnesses. Occasional exposure to varied weather conditions. Work performed in heated, air-conditioned, ventilated facilities. Moderate to high at times, noise level especially during school hours, assemblies or events. Frequent interruptions from calls, walk-ins and urgent requests. Possible exposure to cleaning agents, instructional materials, and equipment-related chemicals.

Terms of Employment Twelve-month position. Salary, benefits, and conditions of employment shall be in accordance with Board policy and applicable employment agreements. Evaluation Performance shall be evaluated annually in accordance with Board policy, administrative regulations, and district leadership evaluation procedures. Reports To: Senior Manager, Accounts Payables Work Year: Twelve (12) Months Classification: Non-Affiliated / Confidential Minimum Starting Salary: $75,000.00 Maximum Starting Salary: $100,000.00 Residency Requirement Under New Jersey's "New Jersey First Act" (N.J.S.A. 52:14-7), all employees of New Jersey public school districts must maintain bona fide New Jersey residency as a condition of employment. Candidates must already reside in New Jersey or establish residency within the required timeframe after hire. Current employees who were hired on or before September 1, 2011 are exempt from this requirement and may continue to reside outside the state. In limited circumstances, applicants may request a residency waiver through the state's Employee Residency Review Committee if they can demonstrate critical need or hardship; approval is not guaranteed.

The Camden City School District is an equal opportunity/affirmative action employer (pending availability of funds and Superintendent's approval).