Accounts Payable Specialist I (Checks)

Accounts Payable Specialist I (Checks) JobID: 2565

Position Type:

Secretarial/Clerical/Accounts Payable

Date Posted:

4/29/2024

Location:

Madison County Central Office

Date Available:

05/06/2024

Closing Date:

07/31/2024

  Additional Information: Show/Hide

All applicants must apply online.

Send Letter of Interest and Resume (including references) to Mr. Barry McKenzie at bmckenzie@madison-schools.com

Job Title: Accounts Payable Specialist I (Checks)

Work Days: 230 (12-months)

Reports To: Finance Director

FLSA Status: Non-Exempt

JOB SUMMARY

This position provides general support to the business office for accounts payable.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties of this position include the following. Employees in this position perform some or all of

the following tasks. Other duties may be assigned.

• Review all check requests and travel reimbursements (580 & 810) for accuracy daily.

• Ensure Remote Link queue is worked and cleared daily.

• Write up all claims for Madison County Sheriff's Department, Madison PD and Ridgeland PD.

• Abide by check cut-off deadlines.

• Set claims and prepare monthly Claim Docket reconciliation each check run. Check runs are bi-monthly all months except November, December and March.

• Stack claims in ABC order prior to entering claim

• Reconcile claims in groups of 25-50 or the daily processed stack.

• Give stack to another co-worker to review and audit; make corrections as necessary.

• Process one claims docket at a time.

• Submit EFT file to bank.

• Ensure funds are transferred on the same day as the file is submitted to the bank.

• Email vendors EFT/ACH check copy on scheduled check run.

• Print checks; match to claim and invoice documentation.

• Mail claim checks bi-monthly or send to school as requested on the PO.

• Scanning bi-monthly claims docket supporting documents into Marathon software within 3 days following each claims docket.

• Verify all scanned documents are complete.

• Box and store paid claims run and reports.

• Complete the enter claims, check issue and scan process before starting another claim docket.

• Retain copies of all advance travel and ensure these are settled within 10 days following the month travel was taken.

• Enter EFT/ACH bank information into Marathon.

• Enter and upload all new vendors into Marathon as they come in.Before entering, check documents for accuracy and contact requestor if documents are not complete.

Check to make sure the vendor is not currently set up.

• Assist in entering and uploading all new vendors into Marathon as applicable.

• Void and re-issue outstanding/lost checks and stop payments as needed after each check run.

• Resolve any checks that are outstanding more than 90 days on a monthly basis.

• Participate staff development trainings and maintain training documents.

• Understand and enforce financial departments policies and procedures.

• Assist to ensure proper retention of AP files in accordance with district policy.

• Assist with year-end AP files

• Ensure the confidentiality and security of all vendor files.

• Assist other staff in completing purchase order process; answering questions and routing requests.

• Assist office staff with regular duties.

• Answer telephone or e-mail inquiries and directs to appropriate staff member.

• Professionally represent the school and the District in interactions with parents, community, staff, and students.

• Comply with applicable District, state, local and federal laws, rules and regulations.

• Attend work regularly and punctually.

KNOWLEDGE, SKILLS AND ABILITIES

• Associate degree or greater in accounting, business, finance field required

• At least four years' experience in accounting for education entities

• Must exhibit knowledge with the MDE financial handbook accounting requirements

• Analytical reasoning and problem solving skills

• Decision making and organization skills

• Communication skills (verbal and written)

• Technological literacy - Computers, 10-key calculator, moderate skill in excel is a must

• Time management skills

• Leadership and teamwork skills

• Positive attitude with the ability to learn

• Dependable, self-motivated (proactive)

• Ensures the job is done and done well, (complete and timely) without supervision