Accounts payable specialist

Description This is responsible technical account related work in examining and verifying purchase and pay documents. An employee in this class is responsible for ensuring that purchases and payments are processed properly according to existing policies, laws and regulations. Work is performed under the direction of the supervisor and is reviewed through conferences and reports.

Duties and Responsibilities

• DUTIES (NOT ALL INCLUSIVE): Coordinates payment on government bills for services rendered with vendors.
• Emails invoices to program for services and monitors website for invoices received to be distributed/paid and other related duties as is relevant to this process.
• Maintains files of all transactions inclusive of encumbrances to pay vendors who have been awarded contracts and bids for local and/or federal funds.
• Prepares progress reports and monthly reports on all fiscal transactions.
• Verifies and inputs into the computer systems all invoices and supporting documentation, PO numbers, receiving report, invoice data, etc. in order to make payments.
• Also stamps paid on all invoices.
• Tracks batches in the Department of Finance and processes invoices for payment inclusive of inputting payment information into the computer systems (ERP) from documents.
• Performs other related duties as required.

Minimum Qualifications

Associate Degree in Business Administration, Accounting, or related field and one year of accounting, bookkeeping or fiscal related experience. OR High school diploma or its equivalent supplemented with three (3) credits in accounting and three (3) years of accounting, bookkeeping or fiscal related experience.

Position Factors

FACTOR 1 - KNOWLEDGE REQUIRED BY THE POSITION: Knowledge of bookkeeping and of basic accounting process as it relates to accounts payable processing of fiscal transactions. Ability to make accurate arithmetic calculations. Knowledge of modern office practices and procedure. Basic knowledge of bookkeeping theory, principles and practices and their application to a wide variety of bookkeeping transactions involved in governmental accounting Skill in the use of basic computer operations Ability to establish and maintain effective working relationships with co-workers, the general public and all other persons contacted in the course of work. Ability to keep records and prepare routine operational reports of Accounts Payable. Ability to express oneself orally and in writing.

FACTOR 2 - SUPERVISORY CONTROLS: The incumbent is expected to perform independently and exercise some degree of initiative. Work is reviewed through conferences and reports.

FACTOR 3 – GUIDELINES: The guideline used are departmental rules and regulations, V.I.Code, Laws, and Acts as they relate to governmental accounting manuals, bookkeeping principles and budgetary accounts.

FACTOR 4 – COMPLEXITY: There are frequent variations in the data, this result in intensive investigations to determine the reason and make appropriate action. The position requires the ability to work accurately, rapidly and independently.

FACTOR 5 - SCOPE AND EFFECT: The scope of this work is to make sure that proper payments are made in various DHS accounts and in the pre-audit of transaction.

FACTOR 6 -PERSONAL CONTACTS: Contacts are made with co-workers and other division heads, with the department/agency vendors by telephone, email, fax or audit memo.

FACTOR 7 -PURPOSE OF CONTACTS: Contacts are for the purpose of securing supporting document to resolve problems or giving of information, tracking invoices and assessing payroll data.

FACTOR 8 -PHYSICAL DEMANDS: The job is primarily sedentary, no major physical exertions are required, involves some lifting and climbing stairs.

FACTOR 9- WORK ENVIRONMENT: The work environment is within an air-conditioned office setting.