Accounts Payable Specialist

DARE COUNTY SCHOOLS

Accounts Payable Specialist Reports to:

Director of Finance Purpose:

To provide financial assistance in the areas of purchasing, accounts payable, and reporting.

Responsibilities:

Process accounts payable invoices for state, local, federal, capital, and ASEP funds. Compares goods received to those ordered to ensure accuracy and completeness of order. Checks invoices for discounts, remits to addresses, sales tax percentages, and accuracy of figures. Enters processed invoices into a computer system for payment, checking reports for accuracy of data entry. Writes all accounts payable checks, except Child Nutrition, and affixes official signature stamp to checks. Prepares checks for mailing and assembles backup documentation with check copy. Reports any purchase of fixed assets by sending a copy of the purchase order and invoice to the designated person. Request funds from Dare County or escrow agents for capital projects and reconcile project costs. Request state and federal funds for accounts payable and prepare journal entries. Process any BUD adjustments related to accounts payable. Files and retrieves materials by alphabetical, numerical, or other established design. Set up and string new account codes. Purchasing Maintains vendor accounts payable files. Maintains 1099 information for vendors. Review coding on purchase orders to ensure the use of proper codes. Distributes purchase orders after obtaining the signature of the finance officer. Prepares annual 1099 forms along with necessary reports to state and federal governments. Reporting Prepares monthly sales tax reports. Works with school finance officers to compile information necessary to file annual sales tax refund reports. Maintains information as needed by fund, program, county, etc. to collect data for annual sales tax refund report. Prepares annual sales tax refund report for submission to the NC Department of Revenue. Runs monthly budget reports and distributes them to department heads, principals, and other appropriate personnel as directed by the finance officer. Performs other duties as assigned by the finance officer.

Knowledge and Abilities:

Knowledge of general office practices. Knowledge of basic bookkeeping and accounting practices. Ability to operate standard office machines. Ability to use correct grammar, spelling, and mechanics in writing reports. Ability to enter data on a computer system. Ability to compare information accurately. Ability to interpret data and use it meaningfully in reports. Ability to use basic computer software programs and learn the use of more complex specialized software programs.

Training and Experience:

High School Diploma and two years of employment in a business office or equivalent combination of education and work experience preferred. Training or experience in the use of Microsoft Office Products is preferred.