Accounts Payable Specialist
The Accounts Payable Specialist is directly responsible to the
Director of Budgets and Grants and indirectly responsible to the
Deputy Superintendent/Chief Operations Officer.
Location
: Lincoln Center
Responsibilities
:
General Duties
: (1) To assist in the clerical and record-keeping function
necessary for the effective functioning of the accounts payable
department.
Specific Duties
: (1)
Mail
- Sort and open mail; (2) Send invoices to appropriate offices
for processing/approval; (3)
Maintain Files
- Board Accounts; (4) Maintain an open invoice file in
alphabetical order; (5) Maintain open Purchase Order (PO) file
for board accounts in numerical order; (6) Match invoices to
purchase orders and receiving tickets for vendors; (7) Contact
vendors to request outstanding invoices for services and/or goods
that have been received in excess of 90 days; (8) Assign vendor
numbers and purchase order numbers to all invoices; Initial the
PO when matching is complete; (9) Verify invoice computations to
ensure requested amounts do not exceed approved purchase
order/contract totals; (10) Correspond with the Purchasing Agent
regarding discrepancies and questions on invoices and/or POs
(including disposition of purchase orders over 90 days old); (11)
Data Entry
- Board Accounts: Enter invoices into the district's financial
system that have been matched with POs and receiving tickets;
Initial the PO upon completion; (12) Compute and balance invoices
by batch after entry ;(13) Edit and post batches; (14) Process
monthly checks and prepare summary report of bills for board
approval; (15) Verify all invoices have been processed, if
properly approved and checks have been prepared and balance with
batch reports; (16)
Check Distribution
- Board Accounts; Prepare checks for mailing by enclosing
remittance advices/invoices with the check; (17) Distribute
checks upon board approval or administrative approval for manual
check requests; (18) File the invoices with a check copy after
the checks have been cut; (19) Run check inserting equipment;
(20)
Blanket Purchase Orders
- Board Accounts; Maintain in-district blanket purchase orders;
(21) Process invoice payments against these blanket purchase
orders; (22)
Sports
Officials - Prepare and pay out-of-district sports officials;
(23) Verify that these individuals are not employees.
Clerical Office
Duties
:
General Assistance
- (1) Maintain vendor file; (2) Assign and enter vendors into the
district's financial system; (3) Respond to inquiries from
vendors and employees regarding payments; (4) For lost or
destroyed checks stop pay and reissue checks; (5) Pack and
prepare records for storage; (6) Pull invoices, POs and check
copies upon request; (7) Assist in fiscal year closing and
opening procedures; (8) Assist auditors in yearend audit; (9) Be
available as a resource person to help guide fellow employees in
questions they may have that pertain to paying invoices; (10)
Other job related duties as assigned by the Director of Budgets
and Grants and the Deputy Superintendent/Chief Operations
Officer.
Qualifications
: (1) Must have a high school diploma or equivalent; Ability to
use modern office technology, such as word and spreadsheet
software
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(3) Minimum typing speed of 45 wpm and the ability to pass
required proficiency test(s) (4) Ability to do record keeping;
(5) Ability to prioritize and work independently with minimal
supervision; (6) Ability to follow oral and written instructions;
(7) Ability to professionally and quickly handle questions and
concerns from co-workers, students, and parents (8)
Excellent organizational skills, with ability to keep all records
and files up-to-date and neat; (9) Ability to accomplish
scheduling, including proficiency using the district electronic
calendar system.
Salary
: Class Specialist/12 Months
Application Deadline
: Candidates must submit an online application to be received by
August 3, 2012
ALL APPLICANTS MUST PASS THE SECRETARIAL SKILLS TEST
Only online applications will be considered for
interview.
Apply: www.wps60.org