| Location | WI |
Position Summary:
Accounts Payable Specialist involves providing financial, administrative and clerical support under the guidance of the Director of Business Services. The role is to complete payments and control expenses, processing, verifying and reconciling invoices with excellent bookkeeping skills while highlighting the day-to-day management of all payment cycle activities in an efficient manner. The position will also implement strategic initiatives to create efficiencies in paying various vendor invoices in a timely fashion.
Essential Functions:
Calculate, compile, review for accuracy and process invoices for payment including check processing, Automated Clearing House (ACH) and Electronic Funds Transfer (EFT). 65%
Utilizes accounting software programs to record, store and analyze financial details.
Obtaining details or information from vendors or staff to process invoices or reimbursement transactions in software programs.
Process invoices in Skyward with the 3 Way Match process in order to find discrepancies or inconsistencies between documents. Payment generated with verification of receipt of goods and services, approval of administrator or net billing days as stated on invoice.
Review processed work by verifying entries, mathematics or calculations and proper coding to invoices, check payables and purchase order documents prior to processing payments.
Generating weekly payment run of checks, ACH, or EFT per the payment cycle.
Bi-Weekly payroll payment run of checks, ACH or EFT as requested by the payroll department per the payment cycle.
Process Check Summary Reports to controller for bank reconciliation.
Entering and processing outgoing EFT requests (example: referendum related), from the controller for bank reconciliation.
Analyzing vendor statements for past due invoices, and discrepancies utilizing accounting principles and practices.
Process mailing of payments.
Maintaining historical records.
Import credit card transactions and process EFT payment for bank reconciliation.
Verify that all district policy and procedures are followed in terms of restrictions, timeliness or amount limitations.
Coordinate payment schedule with invoice terms to ensure district savings.
Payment cycle of weekly check, ACH or EFT runs improves district credit and lessens vendors calls or concerns regarding payments.
Provide records, as needed, for annual financial audit.
Executing financial transactions with accuracy for auditing purposes or use.
Ensure audit by verifying appropriate documentation is attached to every invoice.
Maintain and update vendor listings and files. 10%
Obtaining remittance, contact and financial information from vendors for proper vendor setup.
Follow multi step verification with the vendors to prevent fraudulent setup for vendor's ACH information and details.
Ability to work with vendors and staff in a customer-friendly, professional manner. 15%
Notifying, communicating and negotiating with vendors invoice issues that occur via phone or electronic documents.
Notifying, communicating and working with staff invoice issues to address and answer questions that occur via phone or electronic documents.
Assisting Technology Department with invoice issues and payments.
Ability to make daily bank deposits both on-site and off-site. 1%
Audit Skyward reporting to verify cash receipts accuracy..
Delivering bank deposits to the financial institution.
Ability to maximize district credit card rebates by researching vendors that will accept payment via credit card. 2%
Offering vendors credit card payment option and Commerce Banking in order to generate revenue (approximately $100,000/year).
Communicate with vendors regularly regarding Commerce Banking files, reports or issues.
Maintaining Commerce Bank files with any updated details regarding vendor accounts.
Compile heat and electric cost and usage reports. N/A
Follow board policy for accounts payable purchases and payments.
Drive strategic initiatives in creating efficiencies in the AP payment sector of the District.
Transitioning all vendors to ACH payment method.
Reducing the check payments in order to eliminate printing of checks, envelopes and mailing costs.
Reducing wire payments to assist with auditing and budgeting processing.
Paperless invoice process. Encouraging vendors to submit electronic invoices, and statements to the a/p email address.
Perform other duties as assigned. 2%
Maintaining good vendor relationships and communication.
Other Responsibilities:
All other duties as assigned (5%)