Accounting Assistant/Accounts Payable
| Department: | Business Services |
| Job Title: | Accounting Assistant/Accounts Payable |
| Classification: | Non-Exempt |
| Pay Grade: | S-II |
| Date: | October 16, 2012 |
| Reports To: | Assistant Director of Business Services |
| Program Description: | This position exists to receive and review check requests and/or other related documentation for completeness and compliance with financial policies, procedures and contractual requirements. |
| Supervisory Responsibilities: |
|
Essential Job Functions
Essential job functions represent the fundamental job duties and accountabilities of the employment position the individual holding the position must be capable of performing. Persons with disabilities can perform these with or without reasonable accommodations. The Executive Director or his/her designee may assign other duties and accountabilities limited to those consistent with the applicable scope of the appropriate professional job function.
Records Vendor Invoices Into Accounting System 40%
- Processes all invoices for payment and resolves vendor discrepancies; and audits and processes credit card invoices.
- Issues checks and agrees total of checks to invoices.
- Finalizes and processes all cost batches for final monthly reconciliation and Treasurer’s Report.
Reviews travel expense vouchers 5%
- Tests mileage calculations and reviews documentation submitted.
- Reviews all travel expense for compliance to Board policy.
- Engages in the coding and processing of all travel vouchers into accounting system and issues checks prior to 10th of each month.
Organizes a breakdown of payroll analysis 5%
- Summarizes salaries for all departments, except Curriculum, IMS, and Adult/Nonpublic.
- Generates a spreadsheet for use in preparing Special Education year end reconciliation.
Monitors vendors for accuracy and 1099 requirements 5%
- Maintains and updates vendor information
- Issues W-9 Forms to all vendors.
- Processes 1099’s for vendors and IRS in January.
Coordinates encumbered purchase orders 20%
- Checks all open purchase orders for discrepancies and works with the warehouse personnel.
- Extracts the open purchase orders from the accounting system and reconfigures on a spreadsheet for audit purposes at the end of the year.
- Determines and books accounts payable at year end.
Maintains transportation expenditures 5%
- Tracks all transportation contractors monthly per contract.
- Generates a report of contractor payments for the Operations Director.
- Generates a report of contractor payments for the auditors.
Assists Payroll Coordinator 15%
- Reviews all payroll reports for accuracy prior to filing.
- Uploads 403(b) deductions; serves as liasion with PenServ.
- Functions as payroll preparation backup.
Tracks all utilities and contracted services. 5%
- Generates a spreadsheet to manage the expenditure codes for each utility and codes all utility payments.
- Notes location, account number, and personnel at each utility.
Terms of Employment
Salary and benefits in accordance with a compensation program recommended by the administration and approved by the Board of Directors.
Evaluation
Performance evaluated by a direct supervisor in accordance with the administrative procedure for evaluating non-professional employees.
Position Specifications
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirement listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
Minimum Education and/or Experience
| Associate's Degree: | Business or Accounting Degree |
| Between one and three years: | OR High School Diploma with a minimum of 5 years of experience |
- Advanced Skill in Spreadsheet
- Advanced Knowledge in Accounting
- Advanced Skill in Accounting Programs
- Expert Knowledge in Accounts Payable
- Advanced Skill in Word Processing
- Expert Skill in Adding Machine
- Advanced Skill in Payroll Preparation and Processing
Language Abilities
Ability to read and comprehend instructions, correspondence, memos, and work place policies. Ability to write professional correspondences. Ability to write routine business reports. Ability to speak effectively with other employees and/or customers. Ability to present formal information in one-on-one and small group situations to customers, students, parents and/or other employees.
Mathematical Abilities
Ability to add and subtract two digit numbers and to multiply and divide by 10's and 100's. Ability to apply basic arithmetic calculations using units of American money, weight measurement, column and distance. Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ration, and percent and design and interpret charts and graphs to communicate business issues. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations. Ability to apply financial concepts such as budget profit/losses statements and implicaton business operations.
Reasoning Abilities
Ability to carry out detailed written and/or verbal instructions. Ability to solve problems involving concrete variables in standardized situations. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form to carry out business objectives. Ability to define problems, collect data, establish facts, and draw valid conclusions.
Temperament
Organizational agility. Planning and organization. Multitasking. Freedom to work from supervision. Maintains confidentiality.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
(O) Occasionally - (OE) Occasionally Essential - (F) Frequently - (C) Continually
While performing the duties of the job, the employee must (C) Sit, (O) Walk, (O) Stand,(C) Bend/twist at the neck more than the average person,(F) Bend/twist at the trunk more than the average person,(F) Squat/stoop/kneel,(F) Reach above the head,(C) Reach forward,(F) Repeat the same hand, arm, or finger motion many times (e.g. data entry),(C) Hand/grip strength,(F) Type non-stop,(OE) Manuel dexterity (e.g. opening items),(F) Use finger dexterity (e.g. typing, manipulative), Lift up to 10 pounds from,(O) Floor to waist, Lift up to 10 pounds from,(O) Waist to shoulder, Lift up to 10 pounds from,(O) Shoulder to overhead,
Work Environment
The work environment characteristics described here are representative of those an employee will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the jobs.
(O) Occasionally - (OE) Occasionally Essential - (F) Frequently - (C) Continually
While performing the duties of the job, the employee must(C) Work inside,(C) Close exposure to CRT's (computer screens),(O) Meet deadlines with severe time constraints,(O) Work irregular or extended work hours,(O) See objects/persons at a distance,(C) See close work such as typed or handwritten material,(F) Be able to tell the differences among colors,(F) Hear conversation in a quite environment,(O) Ability to tell where a sound is coming from,(F) Communicating through speech
The information contained in this job description is for the compliance with the American with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties performed by the individuals currently holding this position and additional duties may be assigned.
