Accounts Payable Specialist - Educational Services Center

JOB SUMMARY : Administers the District’s financial obligations related to accounts payable, including maintaining electronic and hard copy records, verifying invoices, computing discounts, coding expenses, and preparing vouchers for payment.

Maintains compliance with Board of Education policies and provides maximum customer service to District schools, departments and to suppliers.

Ensures accurate and timely payments to suppliers.

Utilizes functions of the Oracle system to maintain and improve efficiencies in a fast-paced environment.

Analyzes data and problem solves to resolve payment issues.

Works collaboratively with Strategic Sourcing and Accounting departments to ensure timely and accurate payments to all suppliers.

The following tasks describe the basic functions of the job and represent the type of work performed.

They do not constitute an exhaustive list of the duties and responsibilities performed on the job.

The following frequencies and percentage of time spent are approximations only and are subject to flexibility dependent on organizational needs.

• Administer the input of financial data to an online real-time financial data processing system for accounts payable processing, utilizing efficient functionality of the ERP system. Analyze and code invoices and vouchers with proper account distribution and ascertain that appropriate payment authorization exists. [Daily, 50%]
• Collaborate with outside creditor representatives, outside auditors, and District personnel to resolve problems and maintain ongoing positive business relations. [Daily, 15%]
• Manipulate Microsoft Excel spreadsheets with invoice payment data and upload to the Oracle system. Utilize and ensure accuracy of electronic workflow processes for invoice approvals. [Daily, 10%]
• Calculate debits, credits, discounts, and other accounting tallies. [Daily, 10%]
• Analyze and prepare vouchers for disbursement, compile coded invoices, verify charged accounts, and audit and expedite requests for expense reimbursements. [Daily, 5%]
• Implement District accounting procedures to support District policies by posting, balancing, and identifying accounts affected. [Daily, 5%]
• Perform other related duties as assigned or requested. [Daily, 5%]

MINIMUM QUALIFICATIONS : The minimum amounts of formal education, professional work experience, knowledge, skills, and abilities that must be met for a candidate to be considered for a position

• High School Equivalency (HSE) diploma
• One (1) year of accounts payable, bookkeeping, accounting, budget, or payroll experience
• Basic knowledge of typical office equipment such as telephones, copiers, fax machines, email, etc.
• Basic knowledge of Microsoft Office
• Basic mathematics skills
• Basic analytical skills, including the use of spreadsheets
• Basic word processing and spreadsheet skills
• Basic accounting and data entry skills
• Basic interpersonal relations skills
• Intermediate verbal and written communication skills
• Ability to operate a ten key adding machine
• Ability to operate software packages (e.g., accounting, purchasing, educational)
• Ability to work alone and collaboratively with others
• Criminal background check and fingerprinting required for hire

MINIMUM CERTIFICATIONS AND LICENSES : The minimum certifications and licenses that must be met, valid, and unexpired for a candidate to be considered for a position

• N/A

PREFERRED QUALIFICATIONS : Any job-related formal education, professional work experience, knowledge, skills, abilities, certifications, licenses, and other criteria that are inessential and in addition to the minimum qualifications, certifications, and licenses

• Associate's degree in finance or an equivalent amount of formal education beyond high school
• Experience with accounts payable, accounting, or similar financial work in the public sector
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds
• Racially conscious and culturally competent with the skill, will, capacity, and knowledge to commit to a culture of continuous improvement

PHYSICAL AND MENTAL DEMANDS : The physical exertion, cognitive capacities, and work environments required to perform a position’s duties and responsibilities

• Light work strength level (lifting or carrying up to 25 pounds)
• Primarily works indoors
• Sedentary work
• Occasional bending, reaching, and lifting
• Eye/hand coordination (e.g., typing, ten key)
• Concentrated reading/writing/mathematics
• Ability to hear and speak
• Visual concentration, depth perception, and ability to adjust focus
• Normal office environment
• Normal school district environment