Accounts Payable Specialist

GENERAL RESPONSIBILITIES

Performs advanced clerical and technical accounting work involving accounts payable processing, invoice review, payment administration, account reconciliation, vendor relations, and compliance with School Board policies and accounting procedures. Ensures the accuracy, completeness, and timely processing of financial transactions for the school division.

ESSENTIAL TASKS

The following duties are normal for this position. The omission of specific statements of the duties does not exclude the other duties if the work is similar, related or a logical assignment for this position. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job description. Other duties may be required and assigned.

• Monitors RCPS accounts payable email account on a daily basis for incoming vendor invoices.
• Reviews invoices for proper purchase order authorization, payment terms, due dates, coding accuracy, and compliance with tax-exempt purchasing requirements.
• Communicates with departments for invoices received without purchase order numbers for payment instructions
• Enter invoices into the Keystone Enterprise Resource Planning (ERP) system, scans and indexes invoices and supporting documentation following entry; and assembles paid invoices and check copies after payment processing for filing, records retention and audit support.
• Processes credit card transactions by reviewing and entering credit card statement invoices into the financial system, reconciling individual charges to monthly statement totals, researching discrepancies, and ensuring timely and accurate payment and recordkeeping.
• Monitors outstanding credit memos and ensures appropriate credits are applied to vendor accounts
• Communicates any returned checks or payments not received by vendor to immediate supervisor for reissue or void
• Reconciles processed payments by verifying entries and comparing system reports to invoices
• Reconciles vendor statements and researches discrepancies to ensure the accuracy and completeness of accounts payable records.
• Assists with month-end and fiscal year-end accounts payable closing activities.
• Maintains accounts payable records and supporting documentation and prepares schedules and other materials required for internal and external audits.
• Prepares payments for mailing to vendors in a timely manner and communicates with RCPS couriers for scheduled pick up
• Disburses petty cash checks by recording payment voucher and verifying documentation
• Pays employees by receiving and verifying expense reports
• Researches vendor payment issues and escalates unresolved matters to the immediate supervisor for resolution.
• Provides exceptional customer service to vendors and School Division personnel and maintains effective professional relationships.
• Monitors past due invoices for unresolved issues to ensure timely payment
• Ensures invoices are paid in the correct fiscal year

KNOWLEDGE, SKILLS AND ABILITIES

Thorough knowledge of accounts payable processes, accounting principles, internal controls, and financial recordkeeping practices; working knowledge of governmental accounting principles and ERP systems; ability to analyze financial information, identify and resolve discrepancies, prioritize multiple deadlines, and exercise independent judgment while maintaining confidentiality.

Proficiency in enterprise resource planning (ERP) systems, Microsoft Excel, and other financial software applications.

EDUCATION AND EXPERIENCE

Any combination of education and experience equivalent to graduation from high school, supplemented by coursework in accounting, bookkeeping, or a related field, and considerable progressively responsible experience in accounting, accounts payable, financial recordkeeping, and general office operations. Demonstrated knowledge of accounting principles, attention to detail, and the ability to work independently with minimal supervision are required.

PHYSICAL REQUIREMENTS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

This position is primarily sedentary in nature and requires the occasional exertion of up to 20 pounds of force and up to 10 pounds of force frequently to move or lift materials. Duties involve extended periods of computer use and may require stooping, reaching, lifting, fingering, grasping, and repetitive hand movements. The position requires effective verbal communication, the ability to hear and exchange information, and visual acuity sufficient for reviewing financial records, analyzing data, preparing reports, and verifying the accuracy of detailed accounting information.

WORK ENVIRONMENT

The worker is not subject to adverse environmental conditions. Work is primarily in a temperature-controlled environment