Accounts Payable Specialist

Accounts Payable Specialist

Responsible for insuring the accurate and timely payment of all expenses in internal and external vendors/individuals. Responsible for providing customer service in the form of information and support to schools/departments. Handle vendors' discrepancies and inquiries.

Process cash requests for Payroll and Accounts Payable checks from the Department of Public Instruction as needed. Process bank positive pay uploads daily. Prepare bank deposits and post journal entries to record ACH deposit made to SCS. Receive and review purchase orders, voucher requests, and other related documentation for completeness. Match original invoices and requests for payment with internal purchase order or voucher request. Perform calculations to determine appropriate payment and make modifications as necessary. Ensure the accuracy of account numbers that have been assigned to a document and enter accounts payable data into the computer. Prepare checks for mailing and maintain appropriate records. Maintain historical records for all accounts payable. Monitor purchase orders and periodically notify departments of open purchase orders of 30 to 45 days old. Prepare the NC withholding tax report quarterly. Responsible for maintaining W-9 records for accurate processing of vendor payments for 1099 purposes. Compile central office payment and school payment information for annual 1099-Misc reporting. Perform other duties and responsibilities as requested by the Chief Finance Officer and Accounts Payable Supervisor. Additional assignments as assigned by supervisor

Ability to communicate clearly and concisely, both orally and in writing; ability to communicate well with school personnel, employees, and central office staff. Demonstrate functional knowledge of computers and all aspects of the Microsoft Office Professional software programs. Ability to work independently, meet deadlines and accomplish specific tasks as requested. Ability to learn, interpret, and explain policies, regulations and procedures. Ability to establish and maintain effective working relationships as necessitated by work assignment. Comply with confidentiality requirements in local, state and federal policies and statutes. Physical ability (able to exert up to 10 pounds of force occasionally) and dexterity to perform the duties and responsibilities of the job. Ability to communicate effectively both orally and in writing. Ability to compile and summarize information. Ability to resolve problem situations with sound judgment. Ability to compose correspondences independently. Ability to work in the absence of supervision.

Two-Year Associates Degree OR an equivalent combination of experience and training that provides evidence of the knowledge, skills, and abilities required to be successful in performing the position's duties and responsibilities. Knowledge of standard accounts payable and purchasing. Understand and interpret vendor invoices, statements, and other requests for payment. Work accurately and quickly under operational deadlines. Other qualifications as the superintendent and board may find appropriate and acceptable.

Physical Requirements: The work regularly requires standing and walking around the classroom and school. It requires the ability to communicate effectively using speech, vision and hearing. The work requires the use of hands for simple grasping and fine manipulations. The work often requires bending, squatting, reaching, with the ability to lift, carry, push or pull light weights and rarely, the lifting of weights above 30 pounds. The work occasionally handles/works with biohazards and/or risks for potential job-related injury, such as those found in a laboratory or shop environment. The work requires activities occasionally involving driving automotive equipment. Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things. Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments or directions to subordinates or assistants. Language Ability: Requires the ability to read a variety of correspondence, reports, forms, articles, proposals, contracts, etc. Requires the ability to prepare correspondence, reports, forms, evaluations, contracts, policies, handbooks, budgets, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence. Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; and to deal with several abstract and concrete variables. Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to give oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including educational and legal terminology. Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; and to apply the principles of descriptive statistics, statistical inference and statistical theory. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment. Manual Dexterity: Requires the ability to handle a variety of items such as office equipment and hand tools. Must have minimal levels of eye/hand/foot coordination. Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with emergency situations. Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.) Must be able to communicate via telephone.

Disclaimer

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.