Accounts Payable Assistant

JOB SUMMARY: Assist in the management of ESC-20s accounts payable system, including but not limited to: payment processing; problem research and resolution; monitoring past due vendor accounts; and, monitoring purchase order balances and adjustments. Assist in the management of ESC-20s compliance within the Financial Services System.

POSITION REQUIREMENTS:

JOB KNOWLEDGE
High school graduate or GED required.
Three years accounts payable experience required.
Experience with Texas Education Agency Financial Accountability System Resource Guide preferred.
Thorough understanding of basic accounting and accounts payable concepts.
Ability to communicate effectively on the phone or in person.
Experience in management of multiple, simultaneous tasks.
Knowledge and/or experience in office procedures, office machines (e.g., 10-key calculator-by-touch, etc.) and computerized accounting procedures.
Ability to understand and follow verbal and written instructions to perform multi-step tasks.
Attention to detail required.
Demonstrated ability to deal with frequent change or unexpected events.
Ability to organize, plan, and prioritize work.
Experience with iTCCS accounts payable system preferred.
Proficiency with standard functions within electronic applications such as MS Office
(e.g., word processing, electronic spreadsheets) and e-mail.
Proficiency with computers (PCs and/or MACs) to include desktop management, file management and operations, and working in a network environment.
Exceptions to these requirements will be considered based on exemplary skills, training, and record of success.

PRODUCTS/OUTCOMES

Accounts Payable
Review payable documentation to ensure compliance with Center policy and procedures, and resolve issues as needed.
Validate correct budget information daily by using the budget info sheet.
Validate information on purchase orders, payment authorizations, and invoices, ensuring proper approvals are obtained.
Ensure that all invoices are paid correctly by verifying vendor name, vendor number, and mailing address, and ensuring that all supporting documents are attached or uploaded.
Follow up on budgets that are ending; clear outstanding purchase orders; set up accounts payable.
Follow up on all outstanding purchase orders, contacting vendors and/or support staff as needed.
Match invoices with the proper receiving copy of the purchase order or online payable and process for payment.
Process online travel reimbursements.
Process online payment authorizations.
Maintain an accurate, computerized vendor file; update as needed; delete all inactive vendors.
Maintain a numeric check filing system.
Follow up on outstanding invoices and send emails to appropriate individuals as needed.
Ensure payments are processed timely and that all credit accounts are current.

Accounting
Maintain check-out log for the Center vehicles.
Maintain current W-9 files.
Assist with the preparation of 1099's annually.
Monitor and track all prepaid accounts.
Monitor and track all payable accounts.

Federal and State Requirements/Compliance
Assist with ensuring ESC-20s compliance within the Financial Services system.

INITIATIVE
Demonstrate initiative, drive, and flexibility, seeking and adapting to new situations and assignments.
Assume responsibility, work effectively, and carry out job requirements with a minimum amount of daily supervision.
Understand and follow oral and written instructions.
Make accurate, routine decisions within the standard operating procedures, about payment processing procedures.
Demonstrate resourcefulness in seeking information and developing solutions.
Remain knowledgeable regarding current state and federal regulations, policies, and procedures.
Analyze and recommend process improvements as needed.
Recognize accounts payable errors, inform appropriate individuals, and correct as needed.
Recognize potential problems and initiate action to avoid them.

COMMUNICATION/HUMAN RELATIONS
Maintain high level of customer service skills at all times (e.g., courtesy, patience, tact, diplomacy, etc.).
Develop and maintain strong working relationships with vendors and ESC-20 staff.
Coordinate information between vendors and ESC staff as needed.
Work and communicate effectively with vendors, ESC-20 staff, and auditors.
Work with technology staff to identify and resolve potential system issues.
Regularly handle material of a confidential nature.

SUPERVISION AND ORGANIZATION OF STAFF
None.

BUDGET RESPONSIBILITY
None.

PHYSICAL/MENTAL DEMANDS & ENVIRONMENTAL FACTORS
Tools/Equipment Used: Standard office equipment including personal computer and peripherals.
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
Lifting: Occasional light lifting and carrying (less than 15 pounds).
Environment: May work prolonged or irregular hours; occasional travel; exposure to low or intense illumination.
Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

ADDITIONAL REQUIREMENTS
Function within the policies and administrative procedures of ESC-20.
Accept other responsibilities as assigned.
Dress and groom appropriately for the ESC-20 work setting.
Travel independently to fulfill responsibilities of the position.
Serve at the will of the Executive Director.
Deadline to apply: July 14, 2021

Job Type: Full-time

Pay: $2,932.00 - $3,299.00 per month