TITLE:   Account Specialist – Accounts Payable

JOB DESCRIPTION:

Process payments, purchase orders, requisitions, receipts, and receiving reports and mail vendor payments.  Assist with reviewing and processing travel and fixed asset transactions.  Open and distribute department mail and perform front desk duties.

QUALIFICATIONS:

1. Education and/or experience equivalent to a High School Diploma or GED
2. One (1) year of clerical, bookkeeping or accounts receivable experience
3. State of Arizona Fingerprint Clearance Card
4. Completion of District administered skills tests

ESSENTIAL FUNCTIONS:  (Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics.  This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all duties and responsibilities performed by incumbents of this class.)

DUTIES AND RESPONSIBILITIES:

• Validates invoices, purchase orders and packing slips, and processes payment upon verification of receipt of goods/services
• Enter and post invoice payments into computer system, verifying and balancing totals and taxes
• Prepares vouchers, warrants and supplemental reports related to accounts payable for the Governing Board and administrators
• Verifies expense warrants with vouchers, purchase orders and invoices prior to distribution of warrants
• Uploads payment files to County Treasurer’s Office
• Distributes warrants to vendors via mail
• File purchase orders and invoices.
• Works with departments/schools and Vendors to resolve billing issues
• Research payment history.
• Reviews and processes employee travel reimbursement requests to ensure compliance with State and District travel policies.
• Works as the District’s travel help desk, assisting employees with their travel related questions.
• Assists with the preparation of asset documents for entry into the accounting system.
• Reviews construction pay applications for accuracy and prepares information to be entered in the fixed asset system.
• Prepares various expenditure reports using MS Office Suite.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:

• Knowledge of computer hardware and software utilized in accounting and bookkeeping.
• Knowledge of general office clerical practices and procedures
• Knowledge of recordkeeping/file maintenance
• Knowledge of database and spreadsheet development
• Knowledge of customer service/public relations practices and procedures
• Skill accurately and timely entering and retrieving financial information from databases
• Skill ensuring timely processing of vendor invoices
• Skill utilizing customer service techniques responding to inquiries and complaints
• Skill following written and verbal instructions
• Skill utilizing written communication skills in preparing reports and records
• Skill establishing and maintaining effective working relationships
• Skill in, but not limited to:
• Email
• Word Processing
• Spreadsheets
• Databases
• Presentation Software
• Accounting and basic math
• Use of standard office equipment

WORKING CONDITIONS:

Standard office environment

PHYSICAL EFFORT:

Position may require stooping, standing, walking, keyboarding, talking, listening, eyestrain and repetitive motions

May require lifting and carrying materials and supplies weighing up to 10 pounds

WORK YEAR: 12 months

DEPARTMENT/SCHOOL: Business and Support Services

REPORTS TO:  Accounting Supervisor

EVALUATION:  Classified Personnel Evaluation

SUPERVISES:  N/A