Fiscal Specialist (Accounts Payable)

Description Under the direction of the Controller, the Fiscal Specialists I and II work independently or under general supervision and often perform one or more fiscal support functions. Applies principles of established procedures in recording, summarizing, and reporting fiscal activities in a variety of work areas such as purchasing, accounts payable, billing, or related fields. Prepares and maintains fiscal records while compiling and ensuring the accuracy of transactions and reports.

Qualifications

• Associates Degree or higher (I), Bachelor’s Degree (II)
• A minimum of 3 years of Fiscal experience such as in purchasing, accounts payable, billing, or related field is required, or must have at least 12 hours of college accounting with 2 years of experience may replace the minimum requirements (I).
• A minimum of 3 years or more of Fiscal experience such as in purchasing, accounts payable, billing, or related field is required, or must have at least 15 hours of college accounting with 3 years of experience may replace the minimum requirements (II).
• Previous experience working with a non-profit organization is preferred.

Supervisory Responsibilities

This position does not include any supervisory responsibilities.

Essential Job Functions

Fiscal Specialist I

• Review and process vendor invoices, ensure appropriate documentation is provided. Obtain approval prior to payment of invoices.
• Reconcile vendor statements, research and correct all discrepancies.
• Assist with tracking/maintaining documents related to fixed assets and inventory items.
• File, maintain and distribute accounting documents, records and reports.
• Respond to vendor and employee inquiries regarding vendor invoices, purchase documents, requisitions or payments in a timely manner.
• Investigate and resolve problems associated with vendor invoices and purchasing documents.
• Match paid invoices to payment documents (EFT Remittance Advice and/or checks). Mail or distribute checks accordingly. Scan paid invoices, payment documents, all backup and save by payment number.
• Obtain completed new vendor form and IRS W-9 forms as necessary. Required for new vendors or to update existing vendor information.
• Sort and process incoming mail ensuring all necessary paperwork is included.
• Assist with external auditors as needed.
• Communicate effectively in a professional, tactful and courteous manner with vendors and employees.
• Ensure all activities are conducted within the established Porter-Leath policies.
• Perform all assigned duties and tasks according to established practices, procedures, techniques and standards in a safe and efficient manner with minimal supervision.
• Maintain strict confidentiality of all financial information.
• Contributes to team effort by performing other tasks as assigned.

Requirements

Knowledge, Skills & Abilities

• Knowledge of basic accounting or business practices and methods.
• Knowledge of standard computer software, including word processing, database and spreadsheet applications preferable Excel at above beginner’s level (I), intermediate level to proficient (II); able to understand processes via internet and e-mail.
• Effective written and oral communication skills.
• Ability to be accurate with excellent attention to detail.
• Ability to work cooperatively with others.
• Ability to maintain confidentiality.
• Ability to organize workload, adapt quickly to change, and deliver quality work under the pressure of deadlines.

Physical Demands

Performs essential job functions in established office environments under normal lighting and climate control tolerance. Regularly required to stand, walk, touch, handle objects with hands, feel, reach, see, hear and speak, and sit. Occasionally lifts and/or moves up to 15 pounds. Specific vision abilities required by this job include close vision, and color vision. The noise level in the work environment is usually moderate. This is a non-smoking workplace environment.

Special Conditions

Maintain a valid driver’s license and good driving record with an appropriate level of insurance. Ability to travel from administrative headquarters to assigned location and overnight travel if necessary.