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: The job of Accounts Payable Specialist is done for the purpose/s of
ensuring the accuracy of payment of bills, spreadsheets, funds distribution, etc.; responding to inquiries and/or requests for data and/or reports;
providing timely and accurate vendor records; coordinates all 1099’s; and ensuring that fiscal practices are followed and disbursement of funds are within proper and legal guidelines.
#1. Assists schools and departments on system review of expenses for the purpose of
maintaining accurate account balances and complying with related policies, practices
#2. Attends meetings for the purpose of conveying and/or receiving information required
to perform functions.
#3. Communicates with a variety of internal and external parties (e.g. vendors; local,
State, and Federal agencies, etc.) for the purpose of ensuring accurate processing of
#4. Compiles data from a wide variety of sources (e.g. vendors, schools, departments,
etc.) for the purpose of analyzing issues, ensuring compliance with mandated
requirements, and/or monitoring program components.
#5. Coordinates the purchasing process with other departments and schools for the purpose of delivering services in conformance with established guidelines.
#6. Informs vendors and school personnel regarding required documentation and/or procedures for the purpose of conveying information necessary to complete transactions.
#7. Maintains a wide variety of purchasing information, files and records (e.g. local purchase orders, invoices, receiving reports, vendor records, etc.) for the purpose of providing an up-to-date reference and audit trail for compliance.
#8. Monitors assigned purchasing activities and/or program components (e.g. working
with new users on finance system for Accounts Payable, updating and testing on
SAP, etc.) for the purpose of coordinating activities and ensuring compliance with
established financial, legal and/or administrative requirements. Reviewed June 2010
#9. Performs record keeping and general and program specific clerical functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supporting departmental operations.
#10. Prepares a variety of purchasing related documents (e.g. accounts payable vendor records, 1099’s and follow-up, etc.) for the purpose of documenting activities and issues; meeting compliance requirements, and providing audit references.
#11. Prepares written materials (e.g. reports, memos, letters, scanning of invoices, etc. ) for the purpose of documenting activities, providing written reference and/or conveying information.
#12. Processes documents, materials and checks needed for distribution of funds (e.g. checks for purchase orders, W-9 statements, etc.) for the purpose of disseminating information to appropriate parties and meeting the district’s financial obligations.
#13. Reconciles vendor accounts for the purpose of maintaining accurate account balances and complying with related policies, practices and/or regulations.
#14. Researches discrepancies of purchasing information and/or documentation (e.g. differences between orders and invoices, etc.) for the purpose of ensuring accuracy and adherence to procedures prior to processing.
#15. Responds to written and verbal inquiries (e.g. requests from auditors, board, staff,
vendors, etc.) for the purpose of providing information and/or direction.
#16. Verifies a variety of purchasing related information (e.g. system transactions, check
processing, statements from vendors, etc.) for the purpose of ensuring accurate distribution of funds.
#17. Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit.
1. Associates Degree in Accounting
2. Financial Computer Program experience
Skills, Knowledge and Abilities
SKILLS are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment; performing accounting procedures; performing standard bookkeeping; planning and managing projects; preparing and maintaining accurate records; and using pertinent software applications.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge required to satisfactorily perform the functions of the job includes: accounting/bookkeeping principles; business telephone etiquette; and concepts of grammar and punctuation.
ABILITY is required to schedule activities; gather, collate, and/or classify data; and use basic, job-related equipment.
Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize specific, job-related equipment. In working with others, problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific abilities required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with detailed information/data; and working with frequent interruptions.
Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; and monitoring budget expenditures. Utilization of resources from other work units may be required to perform the job's functions. There is a continual opportunity to impact the Organization’
Accounts Payable job description