Accounts Payable Specialist

Primary Purpose:

Responsible for reviewing and processing all payments to vendors in a timely and accurate manner for all district obligations following all district financial policies, procedures and contractual requirements according to Local, State (TEA) and Federal (IRS) guidelines.

Qualifications:

Education:

High school diploma or GED

TASBO certification a plus

Experience:

Two years accounts payable experience or prior school district experience preferred

MAJOR RESPONSIBILITIES AND DUTIES:

1. Responsible for reviewing and processing accounts payable documents/information purchase orders, vendor bills/receipts, department budget data.
2. Maintains financial information, files and records (i.e. copies of paid invoices, checks, documentation, reimbursements, reports, vendor files, receipts, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
3. Responsible for reconciling vendor accounts, analyzing statements and correspondences and coming up with solutions to resolve issues.
4. Assists other staff/outside parties regarding procedures and/or program requirements for the purpose of providing support for completing and processing transactions, identifying appropriate action and/or complying with established financial procedures.
5. Review and process for payment travel advances/reimbursements for adherence to government and district rules and regulations.  
6. Assist the budget holders with reconciling their encumbrances in preparation of year end budget and audit.
7. Responsible for scanning invoices, and all back up documentation into ERP system.
8. Assists Accounting Leadership for the purpose of responding to questions regarding accounts payable and other data.
9. Researches discrepancies of financial information and/or documentation for the purpose of ensuring the accuracy and adhering to established procedures prior to processing payment to vendors and employees.
10. Informs other staff and/or outside parties regarding procedural requirements for the purpose of processing transactions.
11. Responsible for contacting vendors of checks left outstanding over three years, voiding and reissuing when necessary. Requirement from state to send Outstanding Check List to the Texas Comptrollers’ Office each year.
12. Interface with vendors, secretaries, bookkeepers, and district personnel to resolve vendor or expense related issues.

Special Knowledge/Skills and other Functions:

• Accountability – Ability to accept responsibility and account for his/her actions
• Accuracy – Ability to perform excellent data entry skills and import data files from other departments in order to work accurately, thoroughly and with awareness
• Customer Oriented – Ability to take care of and communicate with campuses, departments and vendors while following Federal, State, Local and District guidelines and procedures.
• Friendly – Ability to exhibit a cheerful demeanor toward others
• Knowledge – Familiar with school district processes and procedures including Accounts Payable and Accounting
• Honesty/Integrity – Ability to be truthful and be seen as credible in the workplace
• Interpersonal – Ability to get along well with a variety of personalities and individuals
• Loyal – The trait of feeling a duty to the employer
• Organized – Processing the trait of being organized or following a systematic method of performing a task
• Reliability – The trait of being dependable and trustworthy
• Responsible – Ability to be held accountable or answerable for one’s conduct
• Time Management – Ability to utilize the available time to organize and complete work within given deadlines and juggle several tasks at once in a fast paced environment
• Flexibility – Perform other duties as assigned

EQUIPMENT USED:

Computer, Microsoft Office system (Word, Excel, and PowerPoint), multi-function printer/fax machine, ten-key calculator, power file cabinet, telephone voice-mail, copier, scanner, check sealer and other office equipment and software.

WORKING CONDITIONS:

                Mental Demands:

Concentration; communicate verbally and electronically; interpretive skills; reasoning skills; understanding verbal  instruction; analyzing; differentiating; memorizing; reading; coordinating; compiling; computing; instructing; and maintaining emotional control.

Physical Demands/Environmental Factors:

Light lifting; some eye strain due to continual work on computer; sitting; balancing; stooping; kneeling; reaching; repetitive hand motions; hearing; speech; driving (occasional trips to the campuses/departments)