Accounts Payable Specialist

Martin County Schools is currently accepting applications for an Accounts Payable Specialist. (Start Date: as soon as possible.) See the job description below for more information.

Additional Information:

• Explore Employment with Martin County Schools.
• View a Sample Employee Benefits Worksheet for this position.

For questions about this position or employment with Martin County Schools, please contact the Human Resources Department at hr@martin.k12.nc.us.

DEPARTMENT: Finance

GRADE: NC-11 or NC-12

FLSA: Non-exempt

REPORTS TO: Executive Director of Finance

SUPERVISES: None

TERMS OF EMPLOYMENT: 12 months

QUALIFICATIONS:

• High School Diploma required; Associate’s degree or higher preferred
• 2+ years of Accounts Payable experience in a school/government setting preferred

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is required to follow all board policies and procedures and to comply with the instructions and/or directives from his/her supervisor(s).

• Performs the day-to-day processing of accounts payable transactions to ensure that finances are maintained in an effective, up-to-date, and accurate manner.
• Inputs all invoices, check requests, travel reimbursements, and expense reports.
• Audits and verifies all expense reports and ensures that all supporting documentation is attached.
• Requests state and federal cash for all accounts payable checks.
• Verifies approval, submission, accuracy, and completion of invoices prior to processing.
• Checks figures, postings, and documents for correct entry, mathematical accuracy, and proper coding.
• Verifies that transactions comply with federal, state, and district’s policies, procedures, and regulations.
• Records and prepares vendor checks for mailing.
• Prepares manual checks as and when required by authorized officers.
• Processes monthly sales tax report and payment.
• Furnishes transaction history reports to Executive Director of Finance for budget preparation, adjustments and control.
• Processes and maintains printout on final invoice edit report (bills list), check register history, encumbrance and accounts payable update list.
• Manages annual 1099 reporting and year-end tax compliance.
• Accesses computerized financial information to answer general questions as well as those related to specific accounts.
• Provides administrative support in order to ensure effective and efficient office operations by maintaining a filing system for all financial documents and ensuring the confidentiality and security of all financial files.
• Confers and assists staff and vendors with questions and problems involving invoicing and payments by telephone, in written form, e-mail or in person.
• Assists external auditors at fiscal year-end as required.
• Trains employees on the process for expense reimbursement and the documentation required.
• Performs other duties and responsibilities as assigned by Executive Director of Finance.

PHYSICAL AND COGNITIVE REQUIREMENTS: The major physical and cognitive requirements listed below are applicable to the Accounts Payable Specialist job classification within the Finance Department of Martin County Schools.

Work in this classification is considered light physical work requiring the exertion of up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects.

Must be able to:

• Prepare, read and comprehend a variety of job related forms, reports, spreadsheets, maps, plans, records, documentation and correspondence in all languages required by the job
• Understand and conform to all rules of punctuation, grammar, diction and style
• Speak to individuals or groups of people with poise, voice control and confidence
• Respond adequately to inquiries or complaints
• Write using standard convention in all languages required by the job
• Apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions
• Apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form
• Communicate effectively and efficiently in all languages required by the job using whatever communication device or system is required (telephone, Braille)
• Use/interpret job related terminology, mathematical formulas and functions effectively and efficiently
• Deal with people beyond giving and receiving instructions
• Perform under stress, deal with persons acting under stress and adapt when confronted with emergency situations
• Be sensitive to cultural differences among individuals and groups of persons
• Operate a motor vehicle
• Operate/use a variety of automated office machines and other office equipment
• Operate/use a variety of printing/graphic arts machines
• Operate/use a variety of audiovisual/electronic machines and devices
• Operate/use a variety of communication machines/equipment/devices
• Operate/use a variety of job specific machines/equipment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works indoors. The noise level in the work environment is usually minimal. The work is typically performed in the Central Office Building.