Position: Accounts Payable Assistant

Position Summary:

Under the direction of the Accounts Payable Manager, the Accounts Payable Assistant provides high quality and diverse administrative support of records management operations. This position ensures the implementation of policies, procedures, tools and standards that drive the quality and effectiveness of all records management operations impacting all phases of the accounts payable process.

Duties and Responsibilities:

• Verifies all payment batches as they are received in the Accounts Payable Office;
• Prepares paid invoices for capture;
• Accurately captures image of all accounts payable paid invoices;
• Maintains all ERATE payment records, and coordinates support needed by IT to file for PGCPS reimbursement;
• Maintains record of accounts payable paid invoices;
• Coordinates disposal of records with Maintenance department;
• Researches all incoming disbursement authorities to determine active status in Oracle;
• Requests W-9s for new vendors, verifies vendor/employee name and address in Oracle, and prepares Vendor Action Request for approval;
• Scans or faxes all Vendor Action Requests to Purchasing for vendor setup daily;
• Provides back-up for front-desk and Accounts Payable Clerk I; and
• Performs other duties as assigned.

Qualifications:

• Some knowledge of modern clerical account keeping practices;
• General computer skills, including MS Office and Oracle;
• Knowledge of office terminology;
• Knowledge of office procedures and office equipment;
• Familiarity with operation of bookkeeping or accounting machines desirable;
• Ability to understand and follow simple oral and written instructions;
• Ability to write legibly;
• Ability to get along well with others;
• Clerical aptitude; and
• Mental alertness, tact and courtesy.  

Education and/or Experience Requirements:

High school diploma or GED required and two to three years of progressively responsible experience in a large office environment and general clerical work; or any combination of applicable education, training, and experience that provides the knowledge, abilities and skills necessary to perform effectively in the position.

Certification:

None required.

Supervisory Responsibilities:

No direct supervisory responsibilities.

Physical Demands:

The physical demands 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. While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.

Working Environment:

The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.

Additional Information:

None.