Accounts Payable Specialist

PRIMARY FUNCTION: To perform financial accounting within the accounts payable process for school and county system purchases. To maintain, monitor, and process designated school and system purchase and travel reimbursements.

FLSA STATUS: Non-Exempt

PAY GRADE: Classified Salary Schedule - 231 Day Grade 8 - Salary Range $34,485.00 to $$56,655.00. Salary placement will be based on Douglas County Board of Education approved salary schedules and years of verified experience.

TERMS OF EMPLOYMENT: 231 Days (12 Months)

REPORTS TO: Accounts Payable Supervisor

EDUCATION LEVEL: Minimum high school diploma, preferably with courses in accounting and office procedures.

EXPERIENCE: Three to five years experience in accounting, accounts payable procedures and office procedures, preferably within a State of Georgia school system. Strong knowledge of fundamentals of governmental accounting.

CERTIFICATION/LICENSE: None

PHYSICAL REQUIREMENTS: Routine physical activities that are required to fulfill job responsibilities. Sedentary work: Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body; sedentary work involves sitting most of the time; jobs are sedentary if working and standing are required only occasionally, and all other sedentary criteria are met.

PROFICIENT SKILLS:

• Computer skills including proficiency in word processing, spreadsheets and database applications, particularly Microsoft Office products (Excel, Word, Access). Knowledge of financial accounting software.

• Knowledge of accounting, accounts payable, and general office processes and procedures.

• Excellent written and oral communication and organizational skills.

• Enumeration, computation and itemization skills. Proficiency in ten-key by touch, and accurate financial data entry.

• Must be detail-oriented and possess the initiative to plan, organize and complete work with a minimum of supervision.

• Ability to work independently and maintain confidentiality.

• Ability to track, evaluate and prioritize, while remaining within current time deadlines and DCSS procedures and guidelines.

ESSENTIAL DUTIES:

• Demonstrates prompt and regular attendance.

• Maintains electronic copies of PO's, verifies receipt and completeness of purchases, as designated and agreed upon, to be sure all supporting information attached agrees.

• Maintains and verifies appropriate vendor package, including all documentation related to payments in accounts payable files for system purchases, current and paid via electronic storage.

• Opens and date stamps incoming A/P mail and distributes appropriately.

• Reviews and matches invoices with electronic purchase orders, verifying accuracy of all information, including, but not limited to, correct vendor, bill to, amounts, quantity, item #'s, and budget numbers for appropriate funding. Researching any discrepances.

• Verifies all supporting documentation is electronically scanned into MUNIS and TCM appropriately. Working with school personnel to insure all pertinent data is captured electronically.

• Prepares pay requests by entering into MUNIS individual invoices against the purchase order or invoice entry pay requests for school system, verifying all goods/services were received and the invoice quantity/price agree with PO. Presents request to A/P supervisor for proofing.

• Upon approval of the invoice information entered into MUNIS, posts the transactions to the general ledger, generates a warrant report, submits a check request and prints a disbursement journal. Presents approved payment package to the Assistant Accountant to print checks.

• Verifies printed checks against entire vendor package before mailing checks. Then scans entire vendor payment package into TCM for electronic storage.

• Reviews DCSS Travel Reimbursement Requests based on current State of Georgia Travel Regulations, DCSS Local Travel Policies and Procedures, and Federal Travel Regulations making necessary corrections for reimbursements to be presented to the Accounts Payable Supervisor for payment. Communicates with school system personnel when requests are not complete or incorrect to resolve the outstanding items. Responds to questions from school system personnel in regards to travel reimbursements.

• Reviews vendor set up relating to vendors "dba" to help with accuracy with 1099 reporting. Reporting to A/P Supervisor any concerns.

• Reviews and releases school system purchases that require "order releasing" after approved purchase orders have been processed. Notifies school/department and Accounts Payable Supervisor of any cancellations or discrepancies.

• Maintains good working relationships between central office, schools and vendors regarding orders and payments.

• Initiates invoice entry payments as directed insuring all pertinent information is attached advising Accounts Payable Supervisor of concerns or discrepancies.

• Investigates and secures approvals as necessary regarding increases or discrepancies on orders.

• Works with principals, office managers/bookkeepers and central office personnel in determining the status of orders in relation to aging of invoices.

• Answers and routes incoming calls. Responds to routine questions.

• Performs data entry as directed, verifying pertinent information is attached/scanned into system appropriately

• Assists with preparing accounts payable vendor check packets for records retention annually.

• Assists with electronic filing, including establishing new files and purging existing files using proper electronic filing procedures to ensure accurate record keeping.

• Assists with maintaining current inventory of accounts payable office equipment and furniture.

• Assists the Accounts Payable Supervisor retrieving information for system audits.

• Assists with preparing training materials for school system personnel.

• Maintains/secures all A/P purchase/payments are scanned into system for storage and retrieval.

• Maintains paper files, as well as electronic files, until full electronic process is maintained with all Facilities, to ensure all information is captured securely.

• Performs other such duties as assigned by the Accounts Payable Supervisor, Director of Finance or Chief Financial Officer.

APPLICATION PROCEDURES: Applicants should complete an application at www.dcssga.org. (Click on "Employment" then "Job Vacancies/Postings" to link to classified application.)