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Accounts Payable Technician

Reports to: Business Manager
Region or Department: Business Services

Date: 12/06
Classification: Classified, Class 8

Job Summary:

Supports the Business Services department and goals of the Agency by utilizing responsible accounting practices to report financial data.  Ensures the prompt and accurate processing of all accounts payable invoices, purchase orders, and expense reimbursement claims.

Qualifications:

  1. Two years post-high school business training, or equivalent combination of education and experience.
  2. Two years experience in business-related position.
  3. Proven skills with business office equipment related to the position
  4. Proficiency in using computer systems and software programs (including spreadsheets, word processing, data bases).

Essential Functions:

  1. Processes purchase orders in the system, including monitoring, printing, copy distribution, and maintenance of open purchase orders.
  2. Verifies accuracy of and initiates steps to improve accounts payable systems.
  3. Processes all invoices for payment on a weekly or monthly basis according to schedule.
  4. Requests warrants per schedule and prepares warrants and remittance information for distribution.
  5. Processes all expense reimbursement claims and professional leave claims, including calculation and maintenance of professional leave balances.
  6. Maintains vendor file data.
  7. Follows up on outstanding purchase orders with employees and vendors.
  8. Prepares and distributes annual 1099 forms and reports.
  9. Assists with year-end accrual entries for payables.
  10. Maintains files and records in an organized manner and in accordance with Agency policies and procedures.
  11. Initiates and responds to communications (e.g. telephone calls, e-mails, facsimiles, and questions) from internal and external clients.

Additional Responsibilities:

  1. Participates in projects, committees or activities to support the mission of the program, unit, and Agency.
  2. Participates in staff development and professional growth activities.
  3. Inputs inventory data into fixed asset system.
  4. Provides support and training for staff on accounts payable procedures and on-line systems.
  5. Retrieves information and assists auditors on an annual basis.
  6. Provides data and reports as requested.
  7. Performs such other duties as may be assigned.

Knowledge, Skills and Abilities:

  1. Ability to communicate effectively.
  2. Ability to maintain effective working relationships and function as a team member.
  3. Ability to meet multiple deadlines within allotted timeframe.
  4. Ability to convey a positive and professional image to staff and public.
  5. Ability to work independently consistent with established procedures.
  6. Knowledge of general business office practices and procedures.
  7. Ability to accurately perform data entry and apply appropriate mathematical concepts.
  8. Proficiency in organizational skills and attention to detail.
  9. Proficiency in use of the ten-key adding machine, computer and other office equipment.
  10. Ability to process, categorize and file information and forms in accordance with Agency procedures.
  11. Ability to read and interpret documents and maintain information in a confidential manner.
  12. Ability to problem solve and investigate missing documentation.
  13. Ability and willingness to be flexible and responsive to changing needs of clients and the Agency.

Physical Requirements:

  1. Normal, routine levels of bending, carrying, lifting, climbing, reaching, sitting, standing, walking and continuous speaking, hearing and visual effort.
  2. Sufficient manual dexterity to be able to operate office equipment including, but not limited to, computers, fax machines, copy machines, typewriter, calculators, telephones.

EOE/M-F-H-V