RESUME MUST BE SUBMITTED WITH APPLICATION
Location: Richard A Middleton Education Center
Work Schedule: 12 Months
Work Type: Regular Full-Time
Exempt: Yes
Pay Grade: E1
REASONS TO JOIN NEISD
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**IMPORTANT INFORMATION REGARDING CALCULATION OF PAY: The annual pay for this position is pro-rated based on the effective date of the assignment
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EDUCATION AND EXPERIENCE:
Associates Degree
Three years related experience and/or training; or equivalent combination of education and experience
Accounts Payable experience preferred
High School Diplomas and college/university degrees must be obtained from an accredited program or university approved by the United States Department of Education and the Texas Education Agency.
PRIMARY PURPOSE SUMMARY:
Responsible for supervising Accounts Payable Specialists to ensure that payments are made in a prompt and efficient manner. Coordinates and balances weekly payment cycle and creates/submits required Internal Revenue Service (IRS) reporting.
ESSENTIAL REQUIREMENTS AND RESPONSIBILITIES:
1. Processes the weekly payment cycle and identifies and corrects discrepancies.
2. Responsible for the annual 1099 reporting to the IRS for contracted services payments. Reviews the monthly upload of Student and Campus Activity Fund contracted service payments to the accounts payable financial software and coordinates with the Senior Accounting Manager to post corrections. Periodic review of computer generated reports containing 1099 reporting information to identify and correct errors. Responds to vendor inquiries and IRS notices related to 1099 submission.
3. Responsible for the monthly Taxpayer Identification Number (TIN) Matching process. Processes an electronic file to the Internal Revenue Service (IRS) of all 1099 payee information. Matches 1099 payee information against IRS and Social Security Administration records prior to filing information returns. Research and correct discrepancies on TIN/Name combination results received from the IRS electronically to ensure accurate 1099 reporting to the IRS.
4. Generates and distributes weekly reports to the Accounts Payable Specialists for the management of invoices in the exception queue, future dated invoices, and invoices on hold status.
5. Transmits and monitors weekly files for the Accounts Payable Credit Card and Direct Deposit (ACH).
6. Monitors PO Action Request queues in the Employee Portal. Identifies forms appearing in queues for an extended period of time- consults appropriate Accounts Payable Specialists regarding the status of each and the action to be taken.
7. Monitors Request for Payment (RFP) Web Application queues in the Employee Portal. During the absence of an Accounts Payable Specialist, identifies forms appearing in queues and reassigns RFP’s to other AP Specialists for review and payment approval.
8. Reviews and releases invoices daily. Identifies invoices that will not release due to budget exceptions. Coordinates with appropriate departments to resolve the budget discrepancies.
9. Uploads invoice information and refund requests to the financial software. Processes corrections as necessary and verifies totals on a weekly basis.
10. Reviews monthly vendor statements and generates various reports to determine if reconciliation is current and if intervention is required to resolve problems. Coordinates as necessary with Accounts Payable Specialists, vendors and/or campuses to determine appropriate course of action.
11. Reviews and approves special check processing requests.
12. Reviews and processes check cancelation requests.
13. Provides back-up for the Accounts Payable Compliance Technician performing vendor maintenance and positive pay duties.
14. When District holidays do not correspond with bank holidays, shares on call responsibilities with the Senior Accounting Manager to handle positive pay exceptions.
15. Assists vendors, campuses and/or departments with questions concerning accounts payable issues, which the Accounts Payable Specialists are unable to resolve.
16. Compiles monthly report on data entry volume for Accounts Payable Specialists, analyzes data entry volume periodically, and redistributes workload as necessary to maintain an efficient workflow. Analyzes impact of temporary conditions such as vacations and adjusts the workload as necessary. Assigns backup to maintain an efficient workflow. Cross trains AP Specialists to ensure that an appropriate level of backup is maintained.
17. Develops and implements accounts payable procedures. Designs and revises forms as necessary. Maintains up-to-date documentation of accounts payable procedures in the NEISD Accounts Payable Procedures Manual and the Department website.
18. Assists in training District employees on implementation of new accounts payable process applications.
19. Assists in the development of staff development workshop agendas and training materials covering accounts payable topics for campus and department staff. Shares responsibility for conducting workshops with Senior Accounting Manager.
20. Assists in identification of performance measures and the development of reports to facilitate measurement, management, and reporting. Compiles monthly performance measure reports based on computer generated reports and additional research if necessary.
21. Complies with Federal, State and District policies and regulations concerning primary job functions.
22. Maintains confidentiality of all information.
23. Reports to work on time every day.
24. Performs additional duties and responsibilities as may be assigned.
QUALIFICATION REQUIREMENTS:
• Proficiency in the use of a computer, Microsoft Office, Imaging and Financial Software
• Proficiency is required in the use of Internet Software
• Knowledge of Federal, State, and Local laws, policies, regulations and guidelines as they pertain to MISC 1099 reporting, travel reimbursements, prompt payment requirements and ACH processing
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages
• Ability to write routine reports and correspondence
• Ability to speak effectively before groups of people
• Valid Texas Driver’s license with driving record that meets the requirements of the District
PHYSICAL DEMANDS:
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The employee is occasionally required to drive personal vehicle in the performance of assigned tasks.
WORK ENVIRONMENT:
While performing the duties of this job, the employee is regularly exposed to risk of electrical shock. The noise level in the work environment is usually moderate.
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While all applications will be reviewed, not all applicants will be interviewed.
North East Independent School District does not to discriminate on the basis of age, race, religion, color, national origin, sex, marital or veteran status, disability (or relationship or association with an individual with a disability), genetic information or other legally protected status in its programs, services or activities as required by Title VI of the Civil Rights Act of 1964, as amended; Title IX of the Education Amendments of 1972; and Section 504 of the Rehabilitation Act of 1973, as amended.