Accounts Payable Specialist

POSITION PURPOSE:

The Accounts Payable Specialist is principally responsible for performing all aspects of accounts payable according to standard accounting practices and procedures adopted by the District.

DUTIES & RESPONSIBILITIES:

  • Enters information into the computer for the preparation of correspondence, checks or other documents.
  • Updates files and records relating to accounts payable.
  • Responsible for collection and organizing documents needed to process invoices and purchase orders for payment.
  • Undertakes matching of supporting documents and purchase orders.
  • Assists employees by answering questions concerning accounts payable
  • Professional interaction with vendors and campus staff in tracking down documents or responding to questions or concerns
  • Provide assistance to vendors concerning accounts payable information.
  • Assures that accounts payable checks are printed and disbursed on time.
  • Checks and approves all vouchers for payment.
  • Weekly filing of accounts payable payment records.
  • Prepares manual checks for payment when needed.
  • Works closely with the Purchasing department to ensure the accuracy of invoices and resolve invoice discrepancies.
  • Researches and resolves any outstanding balances on accounts, including telephone, mail, or email communications with vendors.
  • Provides accurate and effective document preparation and records management relative to the accounts payable function in accordance to record retention policies and laws.
  • Assists in annual audit by preparing assigned reports or providing documentation as directed by the Comptroller.
  • Maintains a procedure manual of accounts payable tasks as a backup guide when such assistance becomes necessary.
  • 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.
  • Weekly reconciliation of Commerce Bank Statement.
  • Maintains Blanket Purchase Orders to determine which can be closed, need adjustments, etc.
  • Processes travel vouchers mileage logs, etc.
  • Processes student refunds, prepares info for Staff Accountant to complete wire transfer process.
  •  Performs other duties as assigned.

REQUIRED EDUCATIONAL BACKGROUND:

  • High school diploma or GED equivalent.
  • College course work in accounting or business administration.
  • One (1) to two (2) years experience in account/clerical work.
  • Will consider any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

REQUIRED KNOWLEDGE AND SKILLS:

  • Good knowledge of modern account records and accounting practices.
  • Some knowledge of office management, practices and specialized college functions.
  • Basic computer literacy including the use of word processing and spread sheets.
  • Ability to apply knowledge of record keeping to the maintenance of accounts.
  • Ability to exercise tact and diplomacy to the day-to-day affairs of the office.
  • Ability to understand and follow oral and written instructions.
  • Must have excellent computer and people skills.

 

WORKING CONDITIONS:

  • Variances from regular working hours may be necessary to fulfill the responsibilities of the position.
  • Busy working environment with numerous interruptions.

REPORTS TO:  Comptroller

SALARY:  $21,862.00 (This is a 12 month position to be paid over 12 months annually)

APPLICATION DEADLINE DATE:  Open Until Filled