SENIOR SPECIALIST ACCOUNTS PAYABLE

About the Role

To ensure the timely and accurate processing of purchasing card transactions, travel management trip postings; perform analysis and account clearings for vendor liabilities. Ensure accurate and timely payment of properly authorized invoices, timely management and resolution of invoice errors and exception processing; and work to resolve vendor issues.

Performance Responsibilities

• Manifests a professional code of ethics and values.
• Respond to internal and external customers in a timely, accurate, courteous and empathetic manner representing OCPS in a positive light.
• Models the routine, intentional and effective use of technology in daily work, including communications, organization and management tasks.
• Manage, review and process district invoices, including purchase order and non-purchase order transactions.
• Assume the role and responsibilities of the payment manager for the district's purchasing card program, when necessary.
• Manage system exports and imports for all purchasing cards and all other invoice postings and ensure accurate and timely payment and error resolution, when necessary.
• Assist in review of purchasing card activity and ensure internal controls are in place and test periodically and perform statement reconciliation for all purchasing card activity.
• Communicate with internal and external customers and make presentations to groups regarding the purchasing card program, travel management, and vendor payables.
• Recommend improvements or revisions to purchasing card policies and procedures.
• Assume the role and perform designated responsibilities as district travel manager.
• Review, analyze, reconcile and post trip expenses.
• Conduct analysis and account reconciliations for vendor liability postings and process correcting entries.
• Analyze, compile and prepare reports as needed to fulfill state and federal requirements (i.e., abandoned property, 1099, etc.).
• Support the Administrator, Accounts Payable in gathering feedback and evaluating the effectiveness of the section as perceived by users of their services.
• Generate reports, analyze detail data to determine relevant statistical information and ensure metrics are gathered and reported.
• Assume the designated responsibilities of the Administrator and other staff in their absence.
• Direct, manage, supervise and evaluate each staff member reporting directly to this position regarding productivity in achieving district goals.
• Attend management meetings and participate in special projects related to purchasing card, invoice management and travel management.
• Perform analysis, testing and prepare documentation for system upgrades and process improvements.
• Keep the Director, Accounts Payable informed of critical issues within the section about which he/she, the superintendent and/or board should be aware.
• Follow the district's policies and procedures as related to all HRMD guidelines, executive limitations, the district's instructional initiatives, and the school district's charter guidelines.
• Follow the district's policies and procedures as related to fixed assets.
• Develop leadership in subordinates.
• Responsible for keeping up to date on current technology being used by OCPS.
• With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position.
• Responsible for maintaining timely and accurate information and accountable for the quality of information maintained by those they supervise.
• Responsible for self-development and keeping up to date on current research, trends and best practices relevant to the area of responsibility.
• Perform other duties and responsibilities as assigned by supervisor.

Qualifications

• Bachelor's degree from an accredited institution; or any equivalent combination of related education, training and/or experience that provides the required knowledge, skills and abilities to perform the essential job functions.
• Two (2) years of Accounts Payable experience.
• Supervisory experience, preferred.
• Experience with large government Enterprise Resource Planning system, SAP preferred.

Knowledge, Skills and Abilities

• Demonstrated knowledge of accounts payable operations in a medium to large private or governmental environment.
• Understanding of hardware and software applications.
• Knowledge of accounts payable technologies.
• Sound problem-solving skills when interface issues arise.
• Ability to interact well with customers and vendors.
• Ability to demonstrate sound teaching and communication skills.

Reports To

Administrator - Accounts Payable

Supervises

Classified staff

Machines, Tools, Equipment

Telephone, Computer (Personal Computer and Mainframe), Automobile, Copier

Physical Requirements

Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as Light Work.

Physical Activity

• Sitting: 70% - Resting with the body supported by the buttocks or thighs.
• Standing: 10% - Assuming an upright position on the feet, particularly for sustained periods of time.
• Walking: 10% - Moving about on foot to accomplish tasks, particularly for long distances.
• Bending: 5% - Lowering the body forward from the waist.
• Reaching: 5% - Extending hand(s) and arm(s) in any direction.
• Lifting: 5% - Raising objects from a lower to a higher position or moving objects horizontally from position-to-position through the use of the upper extremities and back muscles exerting up to 10 pounds of force.
• Finger Dexterity: 80% - Picking, pinching, typing or otherwise working primarily with fingers rather than with the whole hand or arm.
• Grasping: 70% - Applying pressure to an object with the fingers and palm.
• Talking: 90% - Expressing or exchanging ideas by means of the spoken word. Those activities in which detailed or important spoken instructions must be conveyed accurately, loudly or quickly.
• Hearing Acuity: 90% - The ability to perceive speech and other environmental sounds at normal loudness levels.
• Visual Acuity: 90% - The power to see at a level which allows reading of numbers and text, operation of equipment, inspection of machines, etc.

Note: Will total more than 100 percent as several activities may be performed at one time.

Working Conditions

Indoors and Outdoors - The worker is subject to both environmental conditions. Activities occur inside and outside.

Terms of Employment

Non-bargaining Unit Compensation Plan, twelve months, 8.0 hours per day.

Evaluation

Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of personnel.