Accounts Payable Manager

Job Description

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Position Title: Accounts Payable Manager

Department: Finance

Reports To: Chief Financial Officer

FLSA Status: Exempt

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QUALIFICATIONS:

• Associate's degree in business administration or related field with a minimum of five years of professional experience.
• At least five years of experience working with accounts payable cycles for a large business or government agency preferred.
• Experience with large EFP systems preferred.

CERTIFICATES, LICENSES, REGISTRATIONS:

Must have current government issued identification

TERMS OF EMPLOYMENT:

8 Hours/230 Days

Administrative Salary Scale (Group H)

The terms of employment detailed in this job description are based on full time employment during the school year. Conditions of employment adjusted for part time employees or individuals who are hired for less than an entire school year.

GENERAL SUMMARY:

Under general supervision manages accounts payable duties related to the school district's financial activities. Performs such duties as verifying purchase order information, maintaining records and ledgers, posting transactions to the general ledger and uploading files to the district's financial institution.

ESSENTIAL FUNCTIONS:

• Supports and upholds the mission, vision and strategic goals of Lexington County School District One towards increased outcomes for students.
• Interacts, communicates and collaborates with all stakeholders effectively.
• Establishes a safe, supportive, positive and productive working and learning environment.
• Operates general office and technology equipment needed for daily activities.
• Maintains confidentiality regarding all employee and student information.
• Participates in all professional meetings and training sessions as required.
• Requests and maintains materials needed for daily responsibilities and essential functions; provides for safe storage and proper use of all tools, equipment and materials.
• Conducts accounts payable duties including, but not limited to, maintaining financial records, verifying postings are correct to appropriate ledgers, transferring data in ledgers, and identifying and correcting incorrect postings.
• Assists accounts payable team members and in developing efficiencies for accounts payable, procurement, and school/departments
• Reviews invoices daily for missing information or duplication before being distributed to other personnel for invoice entry; reviews personal scanning of documents used for invoice entry.
• Identifies and corrects information not in accordance with the purchase order upon invoice entry; contacts creators when necessary for assistance.
• Review set proofs for team on a daily basis
• Assists other personnel with problems and questions associated with invoice entry.
• Monitors procedures and reports created by others on a daily basis.
• Enters and reviews invoices and all other information associated for uploads; creates the upload; distributes and reconciles for accounts payable, as well as food service and payroll invoices.
• Assists with the creation of upload templates.
• Contacts vendors when necessary for invoice discrepancies or the need to request an invoice for payment upon review of procurement reports.
• Works with procurement staff to create smooth processing for procurement, creators and accounts payable.
• Posts and reconciles on a daily basis of all invoices entered for payment.
• Monitors daily reports for discrepancies in invoice processing; emails creators for receiving when it is needed outside the current receiving notification due to restrictions.
• Reviews account numbers and balances for bus permit reports.
• Assists with research for vendors and schools/departments, etc. in regards to posting, payment, or other information needed, voiding and reissuing of necessary checks; follows up on needed information from creators to resolve invoice discrepancies on a weekly basis.
• Handles confidential documents and information in an appropriate manner.
• Effectively uses personal technology devices and software applications for the management of pertinent information and communication.
• Performs other job-related duties as assigned

SUPERVISORY RESPONSIBILITY:

No budgetary or supervisory responsibilities.

OTHER SKILLS and ABILITIES:

Ability to perform duties with awareness of all district requirements and Lexington County School District One Board policies. Must be able to access reliable transportation.

Knowledge of the policies, procedures, and activities of the school district that pertain to the specific duties and responsibilities of the position. Knowledge of school policies, procedures, and operations. Ability to demonstrate proper maintenance, safe operation, and utilization of equipment, materials, and supplies used in daily activities. Ability to maintain high standards of accuracy in exercising duties. Ability to anticipate work to be completed and to complete work without the need for direct supervision. Ability to maintain confidentiality of employee and student records and information. Ability to interact and communicate effectively and professionally with supervisors, co-workers, teachers, students, and the general public.

Personal computer experience required. Strong knowledge of word processing, e-mail, spreadsheets, electronic file management, the internet, and reporting and presentation software. Ability to establish and maintain effective working relationships with students, staff and the school community. Ability to speak clearly and concisely both in oral and written communication. Ability to apply knowledge and current research and theory. Ability to organize and implement a flexible work schedule in order to meet reporting deadlines. Ability to self-monitor and manage multiple tasks while working individually and with members of a group. Ability to submit all requested reports and documentation in a timely manner and in accordance with scheduled deadlines. Some extended hours and multiple demands from several people are frequently required of the employee. Computer literacy required.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will occasionally lift and/or move up to 50 pounds such as boxes of materials. The employee will sometimes push/pull items such as furniture or boxes of materials.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, listen and/or reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision. Occasionally the position requires the employee to work irregular or extended hours. Duties of the job require frequent use of a computer monitor and related equipment.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties are performed in an office setting with no significant exposure to adverse environmental conditions. Requires the ability to deal with a wide variety of people beyond giving and receiving instructions. Must be adaptable to performing duties that may involve emergency situations or tight deadlines. Physical demands are restricted to office work requiring lifting/moving of items weighing up to fifty pounds. Occasional local travel is required; no overnight travel is required.

The noise level in the work environment for this position varies. The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day.

EVALUATION:

Performance of this job is evaluated annually according to Board Policy.

DISCLAIMER STATEMENT:

The information contained in this job-description is intended for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

NONDISCRIMINATION POLICY:

Lexington County School District One is committed to a policy of nondiscrimination and equal opportunity for all students, parents/legal guardians, staff, visitors, personnel and community members who participate or seek to participate in its programs or activities. Therefore, the district does not discriminate against any individual on the basis of race, religion, sex (including pregnancy, childbirth, or any related medical conditions), color, disability, age, genetic information, national origin, or any other applicable status protected by local, state, or federal law.

The district will use the grievance procedures set forth in policy to process complaints based on alleged violations of Title VI of the Civil Rights Act of 1964; Title VII of the Civil Rights Act of 1964; Title IX of the Education Amendments Act of 1972; Section 504 of the Rehabilitation Act of 1973; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; the Equal Pay Act of 1963; the Genetic Information Nondiscrimination Act of 2008; and Titles I and II of the Americans with Disabilities Act of 1990.