Technician - Accounts Payable and Accounts Receivable
Is this position exempt from overtime pay?
Performs a wide variety of highly responsible fiscal record keeping tasks to assemble, prepare, and verify proper documentation to produce payment vouchers leading to issuance of checks. This complex clerical level of work involves responsibility for the highly detailed, difficult and responsible tasks including review and cross footing of invoices to Purchase Orders, maintenance of files for open Purchase Orders, and coordination with the schools and other offices to achieve the necessary documentation to promptly pay vendors. The clerk is required to have an advanced knowledge of and background in a computerized financial system, where the clerk is able to use all tables and ledgers to determine the existence of the purchase authorizations, verification of vendor statements or resolving problems with vendor payments. In addition, the clerk is responsible for data entry of all documents into the computerized financial system to establish payment vouchers resulting in an accounts payable check. This position will assist schools, offices, and/or vendors to clarify any problems precluding the processing of invoices within reasonable and customary business practices.
Essential Duties & Responsibilities
Does this position have supervisory responsibilities?
1. Prepare and perform the necessary data entry for each payment voucher document into the financial system. Research and resolve errors encountered, and complete posting to the General Ledger.
2. Verify all information including vendor/employee name, social security numbers/vendor number, and budget account numbers. Work with Budget Office, Purchasing Office or the Accounting Control Clerk to resolve discrepancies.
3. Maintain files to coordinate the receipt of authorizing documents, invoices and receiving documents to produce prompt payments for vendor invoices. Examples of the types of files to be established are: Purchase Orders for assigned Vendors awaiting receiving copies or invoices, open invoices pending authorizing documents, invoices that do not reference Purchase Orders requiring follow up with vendors.
4. Crossfoot invoices to the Purchase Order to verify Quantity and Price purchased versus invoiced. Contact vendors and ordering locations to resolve discrepancies. Involve Purchasing personnel when appropriate.
5. Perform invoice extensions and attached to the payment voucher to verify the accuracy of the payment.
6. Prepare/assist in preparing reports and assembling statistical summaries, as directed or needed, for internal and external users.
7. Assist in training school based personnel in using the computerized financial system.
8. Answer calls from schools, offices and/or vendors relative to payments.
9. Perform other related duties.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made on request to enable individuals with disabilities to perform the essential functions.
· High School Diploma or Equivalency Certificate.
· Three (3) years of progressive clerical accounting experience "or" any equivalent combination of education and experience that provides the required knowledge, skills and abilities to perform the work of this position.
Knowledge, Skills, and Abilities
· Demonstrated ability to effectively work and communicate with diverse populations.
· Proficient with computer based financial systems.
· Ability to employ business technology tools (e.g. Microsoft Office Suite, calculator, copiers, E-mail, AACPS Intranet, electronic benefits enrollment tools, etc.)
· Successful completion of any test required.
Career Ladder Requirements
Eligibility for Consideration for Advancement from Grade 10 to Grade 11 requires:
· Three (3) years continuous successful experience in the position at the grade 10 level.
· Mastery of all responsibilities and duties of the position.
· Achievement of identified goals as they relate to the needs of the district and as established by the supervisor.
· Evidence of completion of additional training that may be recommended by supervisor and/or participation in approved professional development programs or courses, approved in advance by the supervisor.
· Consistent maintenance of an effective and orderly work environment.
· Consistent compliance with general office procedures such as standards contained in the AACPS Employee Handbook; demonstration of discretion and excellent customer service; regular and punctual attendance; and building dress code, including wearing AACPS ID badge.
· Above Satisfactory overall job performance for two most recent consecutive years.
· Recommendation of the supervisor.
· As required by the duties and responsibilities of the job.