Accounts Payable Specialist

Job Summary

Responsible for completing accounts payable tasks and procedures. Enters and updates data on the computer. Receives and responds to vendor inquiries and complaints. Verifies general ledger account numbers and proper approvals of invoices submitted for payment. Reconciles vendor statements. Maintains computerized accounts payable master files.

Essential Functions

Receives, audits and date stamps purchase orders and invoices for payment bills. Verifies that invoices have not already been paid and assigns dates for payment. Segregates those invoices requiring Board approval.

Performs accounting and bookkeeping duties necessary for the accurate and timely payment of invoices and processing of other financial transactions. (e.g. assigning contract numbers; verifying endorsements for reimbursements and applying discounts when applicable).

Prepares accounts payable for payment by checking the accuracy and propriety of all invoices and verifying that they have been approved by authorized personnel and have adequate support documentation.

Regularly inputs information from invoices to the computer and balances the batches entered.

Applies credit memos towards invoices received from vendors/contractors or others.

Balances statements and files all pertinent information for vendor accounts.

Complies and maintains records and reports. Establishes and maintains various files and records management.

Coordinates, communicates, and problem-solves with other ECUA departments and external vendors in a business professional like manner through both phone and email.

Receives and processes travel vouchers.

Transmits payment files and other financial information to the bank using bank proprietary software.

Audits all invoices and checks to insure check total matches before mailing check to vendor.

May actively participate in the annual inventory.

All other duties as assigned.

High school diploma or equivalent, with courses in typing and bookkeeping; previous training on computer, 10-key (touch), telephone systems, and other general office equipment. Bilingual a plus.

(Educational documentation will be required upon offer of employment.)

Must have basic proficiency in computer skills, including Word, Excel, and 10-key.

Three (3) years of accounts payable or closely related clerical accounting experience.

Any combination of education, training, and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Licenses And Certifications

Possession of or ability to obtain a Florida Driver License upon offer of employment.

Employment offers to all new hires are contingent upon the job candidates successfully passing background and reference checks, nicotine screening, drug screening, and post job offer physicals (that may include pulmonary testing). Offers of transfers or promotion to current ECUA employees are not subject to nicotine screening. All applicants are subject to physical assessments as required by job.

Employee is regularly required to use hands, fingers and arms to hold, feel, or reach. Must be able to talk and hear. Visual requirements include close, color, peripheral, and depth perception.

The noise level in the work environment is usually moderate.

Material And Equipment Used

Personal computer, including word processing and spreadsheet software; accounts payable software; printer, typewriter, calculator/10 key touch, phone, copy machine, fax machine.

Motor vehicle.

Knowledge Of

Basic accounting principles and practices related to accounts payable.

Financial computations and procedures.

Office systems, practices and administration.

The process used in auditing and matching invoices and paying bills.

Understanding of the procurement process.

Effective oral and written communication skills.

Computer applications related to the work (i.e. AS400, Microsoft Excel and Word).

Basic proficiency in computer skills.

Advanced proficiency with 10-key calculator.

Ability To

Read, understand and follow materials and instructions, both written and oral.

Review processes and to compare information in order to identify discrepancies and deviating circumstances.

Perform mathematical computations such as percentages, fractions, addition, subtraction, multiplication and division quickly and accurately.

Prepare and complete accurate accounting reports and statements.

Establish and maintain effective working relationships and to deal effectively and courteously with others, to work independently and in team settings.

Type or use personal computer with word processing and related software and enter and retrieve information with reasonable speed and accuracy.

Meet deadlines in a multi-task environment.

Perform high volume of data entry into the financial accounting software system.