Job description

JOB TITLE: Accounts Payable Specialist

REPORTS TO: Chief Financial Officer

DEPARTMENT: Business Office

TERM: 12 months

STATUS: Full-Time/Non-Exempt

Position Summary:

Under the general supervision the Accounts Payable Specialist works closely with the Supervisor to ensure fiscal compliance with the Arizona Department of Education (ADE), Maricopa County and other agency requirements and regulations. As part of the accounting team, responsible for ensuring the district’s expenditures are accurate and accounting practices are standardized across the organization.

Essential Functions:

• Provides accounting services essential to the preparation, administration, supervision and control areas responsible for as found in the USFR and District Policies
• Confirms availability of funds, validates request, prepares and records disbursements and receipts as applicable. Provides advance notification of potential over expenditure of budgeted funds
• Prepares financial and other budget reports as required by School Board and auditors.
• Cooperates with the auditors and provides information to them as requested for the appropriate department function
• Works closely with Supervisor, funding agencies, Maricopa County business office personnel, district business office staff, and auditors to ensure accounts payable functions are completed in accordance with District policy and applicable state and federal laws.
• Pay vendors by monitoring discount opportunities, verifying federal id numbers, scheduling and preparing checks, resolving purchase order, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos, issuing stop-payments or purchase order amendments.
• Report sales taxes by calculating requirements on paid invoices
• Audits and processes travel and expense reimbursements.
• Assists with managing departmental Purchasing Card program and reconciles all purchases to statements.
• Using the District’s accounting software (Infinite Visions) processes large volume of expense vouchers according to the Uniform System of Finance Reports (USFR), Arizona Revised Statutes (ARS) guidelines and Governing Board policies.
• Audits accounts payable records to ensure compliance with USFR, ARS, and District policies and procedures. Researches and collects supporting documentation to correct identified discrepancies.
• Maintains fiscal records in accordance with records retention policies and procedures relative to the AP function such as purchase orders, vendor information, invoices, payment history, etc.
• As the initial point of contact for accounting inquiries, researches and resolves a variety of routine internal and external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate persons.
• Collaborates with District staff, County Schools, Country Treasurer and banks on financial transactions to include, but not limited to establishing accounts, journal entries, and account codes.
• Reconciles district financial records: student activity funds, revolving funds, and district financial reports and bank statements.
• Maintains working knowledge of AP practices and deliver attention to detail, analytical skills, and creative thinking to solve problems.
• Gathers necessary budgetary accounts payable report information each month for Supervisor’s, Superintendent’s, and Governing Board’s review.
• Prepares annual summary and transmittal of Internal Revenue Service 1099R’s, quarterly expenditures schedule summary and a variety of other financial reports.
• Attends meetings and trainings and participates on school committees as determined annually by the Supervisor.
• Acts as backup to the District Receptionist as needed.
• Ensures confidentiality of all program records, staff and student information.
• Perform other related duties as assigned.

Skills and Abilities:

• Knowledge of the District’s financial system iVisions, Grants Management Enterprise (GME), General Accounting Office (GAO), Code of Federal Requirements (CFR), State of Arizona Accounting Manual (SAAM), Office of Management & Budget (OMB), and Uniform Guidance Financial Reporting (USFR)
• Knowledge of cost accounting and governmental accounting and auditing principles, practices and methods.
• Knowledge of specialized reporting requirements and procedures related to grants and federal/state agency systems.
• Knowledge of budget preparation and administration.
• Knowledge of District financial record keeping and filing practices.
• Ability to analyze, interpret and reconcile fiscal and accounting records as well as preparing accurate financial reports.
• Experience writing standard operating procedures.
• Possesses effective written and verbal communication skills including good grammar, punctuation, and spelling.
• Proficient in Microsoft Office Suite or related software.
• Knowledge of and ability to use office equipment, including but not limited to, multifunction devices, personal computers, etc.
• Ability to work independently with minimum supervision.
• Ability to perform meticulous and accurate data entry and calculations
• Ability to use the internet as a research tool to obtain pertinent vendor information
• Ability to work independently with minimal supervision demonstrating sound judgement and decision making skills to ensure quality of work meets expected standards.
• Excellent interpersonal and communication skills, both verbal and written.
• Ability to establish and maintain effective working relationships with all staff, suppliers and the public demonstrating tact and diplomacy
• Possesses good organizational skills being skillful in prioritizing multiple demands
• Excellent organizational skills and attention to detail.
• Ability to collect and organize data and information.
• Demonstrated knowledge of and ability to operate within Board policies and procedures
• Excellent knowledge of purchasing methods and procedures.
• Working knowledge of modern office practices and procedures, including applicable computer operations and software, i.e., Google Docs, Google Sheets, MS Office, email, Google Slides, etc.
• Advanced working knowledge working with Microsoft Excel (creating pivot tables, filtering, VLOOKUP, and/or using other advanced functions).
• Ability to analyze and understand rules and regulations, policies, and procedures, including a working knowledge of ADE and the Uniformed System of Financial Records (USFR) for Arizona School Districts.
• Ability to meet schedules and time-lines and to deal with stress caused by workload, interruptions, and deadlines.
• Ability to work independently with minimum supervision.

Minimum Experience:

• A Bachelor’s degree from an accredited college or university with a major in accounting, finance, public or business administration, or other closely related field and
• Three years of experience within an Arizona school district in an accounting role, purchasing role, state reporting or
• A combination of education and experience equivalent to a bachelor’s degree and three years of experience within an Arizona school district performing school finance, accounting, accounts payable/receivable, state reporting, or related function.

Licensing /Certification and Other Requirements:

• Valid Arizona Department of Public Safety Identity Verified Prints (IVP) fingerprint clearance card.
• Proof of immunization against or immunity to measles and rubella if born after January 1, 1957.

ADA and Other Requirements: Positions in this class typically require: climbing, crawling, stooping, kneeling, crouching, fingering, standing, walking, pushing, reaching, lifting, feeling, talking, hearing, seeing, and repetitive motions.

An Equal Opportunity Employer: The East Valley Institute of Technology is an equal opportunity employer. We do not discriminate against any individual on the basis of actual or perceived race, color, national origin, sex, disability, age, gender, marital status, religion, veteran or military status, sexual orientation, gender expression or identity, or socioeconomic status. In accordance with Arizona law and Governing Board Policy, The East Valley Institute of Technology is a smoke-free, tobacco-free work environment.

Job Type: Full-time

Pay: $17.74 - $22.70 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Mesa, AZ 85201: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Accounts receivable: 3 years (Required)

Work Location: In person

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