Technician: Accounts Payable & Accounts Receivable

Title Code:

Technician: Accounts Payable & Accounts Receivable

JOB SUMMARY

Performs a wide variety of highly responsible fiscal record keeping tasks to assemble, prepare, and verify proper documentation to produce payment vouchers leading to issuance of checks. Responsible for the highly detailed and difficult tasks including review and cross footing of invoices to Purchase Orders, maintenance of files for open Purchase Orders, and coordination with the schools and other offices to achieve the necessary documentation to promptly pay vendors. Uses all tables and ledgers to determine the existence of the purchase authorizations, verification of vendor statements or resolving problems with vendor payments. Responsible for data entry of all documents into the computerized financial system to establish payment vouchers resulting in an accounts payable check. Assists schools, offices, and/or vendors to clarify any problems precluding the processing of invoices within reasonable and customary business practices.

Additional Work Days/Hours

Based on the assignment, the following additional work days and/or hours may be required as needed:

• Emergencies
• Extended hours
• Inclement weather conditions
• Overtime as needed

ESSENTIAL DUTIES/RESPONSIBILITIES

• Prepares and performs the necessary data entry for each payment voucher document into the financial system. Research and resolve errors encountered, and complete posting to the General Ledger.
• Verifies all information including vendor/employee name, social security numbers/vendor number, and budget account numbers. Work with Budget Office, Purchasing Office or the Accounting Control Clerk to resolve discrepancies.
• Maintains files to coordinate the receipt of authorizing documents, invoices and receiving documents to produce prompt payments for vendor invoices. Examples of the types of files to be established are: Purchase Orders for assigned Vendors awaiting receiving copies or invoices, open invoices pending authorizing documents, invoices that do not reference Purchase Orders requiring follow up with vendors.
• Crossfoots invoices to the Purchase Order to verify Quantity and Price purchased versus invoiced. Contact vendors and ordering locations to resolve discrepancies. Involve Purchasing personnel when appropriate.
• Performs invoice extensions and attached to the payment voucher to verify the accuracy of the payment.
• Prepares/assists in preparing reports and assembling statistical summaries, as directed or needed, for internal and external users.
• Assists in training school based personnel in using the computerized financial system.
• Answers calls from schools, offices and/or vendors relative to payments.
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• Associate''s Degree in applicable field of education from a regionally accredited college or university required;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position.

Experience

• Three (3) years progressive clerical accounting experience required;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position.

Knowledge, Skills, Abilities and Other Characteristics

• Ability to excercise good judgement with regard to vendor payment differences, avoid mistakes and errors on vendor payments.
• Proficient with computer based financial systems.
• Attention to detail
• Demonstrated ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.

Licenses and Certifications

Employee must retain active licenses, certifications, and enrollment as a condition of employment.

• N/A

Driving Requirements

• N/A

CAREER LADDER REQUIREMENTS

Qualification Requirements for Employment in Higher Grade as a New Hire or Transfer requires:

• Two (2) additional years successful experience required.
• Achievement of Professional Certification or Certificate in Finance, Accounting or Technology, or Completion of coursework or workshops leading towards professional certification required.

Eligibility for Consideration for Advancement from Lower Grade to Higher Grade requires:

• Two (2) years continuous successful experience in the position at the Lower Grade level.
• Mastery of all responsibilities and duties of the position.
• Achievement of Professional Certification, License or evidence of course completion in pursuit of such certification or license, if applicable.
• Evidence of completion of additional training that may be recommended by supervisor and/or participation in approved professional development programs or courses, approved in advance by the supervisor. Successful completion of a minimum of one professional development within the last two years is required. Successful completion of job specific professional developments identified on the job description, performance evaluations and/or the supervisor's documented recommendation are required.
• Achievement of identified goals as they relate to the needs of the district and as established by the supervisor.
• Consistent maintenance of an effective and orderly work environment.
• Consistent compliance with general office procedures such as standards contained in the AACPS Employee Handbook; demonstration of discretion and excellent customer service; regular and punctual attendance; and building dress code, including wearing AACPS ID badge.
• Above Satisfactory overall job performance for the two most recent consecutive years of Performance Ratings.
• Letter of Recommendation written by the supervisor.

Additional Requirements for Advancement from Lower Grade to Higher Grade requires:

• Achievement of Professional Certification or Certificate in Finance, Accounting or Technology, or Completion of coursework or workshops leading towards professional certification required.

LEADERSHIP ROLE

• N/A

PHYSICAL DEMANDS/WORKING CONDITIONS

The physical demands and working conditions described here 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.

Physical Demands

• Sitting: over 2/3 percent of the time
• Keyboarding: over 2/3 percent of the time
• Talking: between 1/3 and 2/3 percent of the time
• Hearing: between 1/3 and 2/3 percent of the time
• As required by the duties and responsibilities of the position.

Vision

The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• Close vision (clear vision at 20 inches or less)

Work Environment

Location

• Office, school or similar indoor environment: over 2/3 percent of the time

Noise Level

• Moderate: under 1/3 percent of the time

Weight & Force

Lifting and carrying requirements

• Up to 20 pounds: under 1/3 percent of the time

Travel Requirements

• N/A

JOB INFORMATION

Approved Date: 8/1/2023 Established Date: 7/1/2014 Title Code: F53211 Title: TECHNICIAN: ACCOUNTS PAYABLE & ACCOUNTS RECEIVABLE Reports to Generic: Manager Reports to Specific: MANAGER: ACCOUNTING

ORGANIZATION

Division: Financial Operations Business Unit: Finance Department: Negotiated Agreement: Secretaries and Assistants Association of Anne Arundel County (SAAAAC)

HR JOB INFORMATION

Unit: IV Days Worked: 260 FLSA Exemption Status: Non-Exempt Grade: SG11;SG12

Click HERE to view Terms of Employment, Benefits and Salary Scale. Scroll down to locate (Unit 4 - SAAAAC)

Essential Job: Months Worked: 12 Hours Worked: 7 Job Family: Administrative and Office Support Sub-Function: Technical-Clerical Support

VR# 26139