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Supervisor, Accounts Payable - INTERNAL ONLY


If hired, the State Board for Educator Certification will require all first time applicants for an initial credential to be fingerprinted as part of a national criminal background check. A cost of up to $49. 00 will be charged for fingerprinting.
PRIMARY PURPOSE:
To supervise accounts payable activities of the District to ensure accurate and timely accounts payable processing. Ensure compliance with applicable state and federal laws and regulations.
MAJOR RESPONSIBILITIES AND DUTIES:
  • Supervise and control accounts payable preparation and processing; ensure adherence to current standards and procedures, and take steps to correct problems, delays and inaccuracies.
  • Monitor records of amounts owed and ensure prompt payment of invoices featuring discounts advantageous to the District.
  • Prepare, organize, analyze, maintain, and review any reports and/or outstanding issues requiring resolution with internal or external vendors.
  • Interface and interact with all levels of management and vendors to provide assistance, instruction, and customer service.
  • Participate in special financial system projects and other projects to improve departmental operations.
  • Establish and ensure effective implementation of departmental work standards, schedules, and audit controls.
  • Recommend changes in methods or procedures to improve the efficiency of the department.
  • Establish and maintain effective means of coordinating departmental plans and schedules with other district departments, report delays and problems promptly, and take appropriate actions to maintain effective coordination of activities.
  • Keep abreast of legal, regulatory, and policy developments affecting the accounts payable function, and ensure compliance with all applicable policies, rules, regulations, and laws.
  • Supervise the activities of the department in accordance with the District's policies and applicable laws. Responsibilities include interviewing, hiring and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
  • Conduct periodic checks of travel reports and accounts payable documentation to support outgoing checks.
  • Check and approve check runs, including but not limited to, releasing payments through depository system/website.
  • Direct and review preparation of annual 1099 s for all appropriate vendors; verify balancing and provide assistance as needed.
  • Develop annual accounts payable schedule(s), determine deadlines, and accommodate work flow, bank holidays, school duty calendars, and the needs of the department.
  • Monitor accounts payable operations with Accounting, Purchasing, and confer with other administrative and technical staff regarding changes and new systems; participate in developing, implementing, and testing procedures.
  • Provide district-wide training on various levels, including annual Business & Operations Guidelines training, workshops, and one-on-one training as requested.
  • Assist auditors during audit process by answering questions and providing documents, reports and other accounts payable related data upon request.
  • Periodically review and update accounts payable and travel procedures.
  • Demonstrates regular and prompt attendance.
  • Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES:
  • Supervise assigned accounts payable staff.

GENERAL QUALIFICATION GUIDELINES
Education/Certification/Experience:
  • Associates degree in accounting or equivalent combination of training/experience to demonstrate ability to do the job.
  • TASBO certification preferred.
  • Experience in accounting or accounts payable.

Knowledge/Skills/Abilities:
  • Knowledge of generally accepted accounting and invoice auditing principles, procedures, laws, rules, and regulations.
  • Skills in operating standard PC software applications (word processing, spreadsheets, etc.); written and oral communications; customer service and interpersonal relations; and organization, attention to detail, accuracy, and problem solving.
  • Ability to exercise independent judgment and professional discretion in administering, advising, planning, and supervising assigned responsibilities; interpret and apply technical procedures; and demonstrate strong ethical principles.

Mental/Physical/Environmental Demands:
  • Needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
  • Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
  • Ability to understand, remember, and communicate routine, factual information.
  • Ability to organize and prioritize own work schedule on short-term basis.
  • Ability to make decisions which have moderate impact on immediate work unit.
  • Ability to compose letters, outlines, memoranda, and basic reports and/or to orally communicate technical information.
  • Ability to add, subtract, multiply, divide and to record, balance and check results for accuracy.
  • Ability to compute, analyze and interpret numerical data for reporting purposes.
  • Use standard office equipment including personal computer and peripherals.
  • Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.
  • Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
  • Occasional light lifting and carrying (less than 15 pounds).
  • Work with frequent interruptions.
  • Maintain emotional control under stress.


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