Department: Business Office

Job Title: Accounts Payable and Business Services Specialist

Position Type: Full-time

 

Job Goal:

Ensure the accurate and timely processing of accounts payable transactions while providing dependable administrative support to the Business Office. Maintain complete financial records, follow established policies and internal controls, deliver excellent customer service, and contribute to the efficient and effective operation of the department.

Knowledge, Skills and Abilities:

• Knowledge of accounting principles
• Ability to work with numbers in an accurate and rapid manner
• Ability to use software to develop spreadsheets, databases, and do word processing
• Excellent verbal and written communication skills.
• Ability to operate related office equipment, such as computer, scanner, and copier
• Ability to work independently
• Ability to work in a fast-paced environment

Experience:

• High school diploma or equivalent required; associate or bachelor’s degree in accounting preferred.
• Accounts payable experience at a high level of responsibility required
• Minimum of 2 years of clerical experience required
• ASCENDER experience preferred

Major Responsibilities and Duties:

• Perform and coordinate the daily operation of accounts payable.
• Maintain accurate records of accounts owed and monitor account balances on an ongoing basis.
• Implement procedures to ensure timely and accurate processing of accounts payable.
• Detect and resolve problems with incorrect orders, invoices, and shipments as needed.
• Process approved invoices for timely payment.
• Place online credit card orders.
• Disseminate invoices as they are received and follow up with ESC staff on status of authorization to pay.
• Verify vendor address, invoice and purchase order amounts and budget numbers to ensure completeness and accuracy prior to payment.
• Follow up on outstanding checks which have not cleared the bank account.
• Prepare, compile, maintain, and file all reports, records, and other documents as required.
• Process employee reimbursement payments based on established schedules.
• Reconcile accounts payable credit card charges monthly.
• Prepare ESC checks for mail and meter with postage.
• Assist in making hotel reservations for ESC staff.
• Assist in reconciling the hotel credit card each month.
• Serve as backup for the ESCs internal fleet as needed.
• Submit business office and internal operations invoices for payment as needed.
• Send out Purchase Orders to ESC staff as needed.
• Submit miscellaneous orders for the ESC and Business Services as directed.
• Receive incoming calls and answer questions regarding accounts payable, fleet, and hotels.
• Assist in financial audits as needed.
• Other duties as assigned.

 

Supervisory Responsibilities:

• None

Equipment used:

• Standard office equipment, including personal computers, phones, copiers, and scanners.

 

Working Environment:

• Posture:Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions, including frequent keyboarding and use of a mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work extended or irregular hours
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress