Business Office Specialist 

The job of Accounts Payable Specialist 1 is done for the purpose/s of providing support to department activities with specific responsibility for the processing, recording, updating and reconciling of fiscal information; and generating periodic reports in accordance with established financial practices.

This Job reports to Assigned Supervisor

Essential Functions

 Collects financial information related to work assignments for the purpose of providing required documentation and/or processing information.

 Maintains financial information, files and records (e.g. donated product, district vehicles, contract and bid management system, VISA cards, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.

 Participates in unit meetings, workshops, etc. for the purpose of conveying and/or gathering information required to perform job functions.

 Prepares a wide variety of written materials and electronic financial information (e.g. reports, documents, correspondence, email, etc.) for the purpose of documenting activities, providing reference, conveying information, and complying with established financial, legal and/or administrative requirements.

 Processes financial information (e.g. new vendors, purchase orders, expense reports, account codes and quantities, W-9s, etc.) for the purpose of updating and distributing information, authorizing for action and/or complying with established accounting practices.

 Procures a wide variety of items (e.g. business cards, office equipment, office supplies, materials, etc.) for the purpose of maintaining availability of required items.

 Reconciles financial data for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices.

 Researches discrepancies of financial information and/or documentation (e.g. purchase orders, invoices, etc.) for the purpose of ensuring the accuracy and adhering to established procedures prior to processing.

 Responds to inquiries of staff, administration, and vendors regarding financial procedures for the purpose of providing information, direction, and/or referral for addressing inquiry.

 Supports assigned administrative personnel in a variety of functions (e.g. phone, fax, correspondence, data entry, etc.) for the purpose of providing assistance with functions and responsibilities.

 Trains new employees on district procedures (e.g. Business Plus, purchasing, etc.) for the purpose of ensuring compliance with District policies.

Marginal Functions

 Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: applying district, state and federal policies and regulations; operating standard office equipment; performing standard bookkeeping/accounting procedures; preparing and maintaining accurate records; and utilizing pertinent software applications.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles.

ABILITY is required to schedule activities; collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited.

Specific ability based competencies required to satisfactorily perform the functions of the job include: maintaining confidentiality; meeting deadlines and schedules; setting priorities; and working with detailed information.

Responsibility

Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; tracking budget expenditures. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing. This job is performed in a generally clean and healthy environment.

Experience: Job related experience is desired.

Education (Minimum): High school diploma or equivalent.

Education (Preferred): Associate or Bachelor's Degree