Accounts Payable Assistant Jobs (NOW HIRING)

JOB SUMMARY: Assist in the management of ESC-20's accounts payable system, including but not limited to: payment processing; problem research and resolution; monitoring past due vendor accounts; and, monitoring purchase order balances. Assist in the management of ESC-20's compliance within the Financial Services System.

POSITION REQUIREMENTS:

JOB KNOWLEDGE, SKILLS/ABILITIES

Knowledge
High school diploma or GED required.
Three years accounts payable experience required.
Experience with Texas Education Agency Financial Accountability System Resource Guide preferred.
Thorough understanding of basic accounting and accounts payable concepts.
Experience in management of multiple, simultaneous tasks.
Knowledge and/or experience in office procedures, office machines (e.g., 10-key calculator-by-touch, etc.) and computerized accounting procedures.
Experience with accounts payable software preferred.

Skills/Abilities
Ability to communicate effectively on the phone or in person with clarity and courtesy.
Ability to compose effective correspondence.
Ability to prepare accounts payable and system generated reports as needed.
Ability to perform the functions of the position with minimal supervision.
Ability to understand and follow verbal and written instructions to perform multi-step tasks.
Attention to detail required.
Demonstrated ability to deal with frequent change or unexpected events.
Ability to organize, plan, and prioritize work.
Proficiency with standard functions within applications such as Microsoft 365/Google, (word processing, spreadsheets, presentation software), e-mail, web browsers, and databases.
Proficiency with computers (PCs and/or MACs) to include file and desktop management and operations, and working in a cloud-based and/or networked environment.

Exceptions to these requirements will be considered based on exemplary skills, training, and record of success.

PRODUCTS/OUTCOMES

Accounts Payable
Review payable documentation to ensure compliance with Center policy and procedures, and resolve issues as needed.
Validate correct budget information daily by using the budget info sheet.
Review information on payment submissions, ensuring correct use of budget codes, availability of funds and proper approvals are obtained.
Ensure that all invoices are paid correctly by verifying vendor name, vendor number, and mailing address, and ensuring that all supporting documents are attached or uploaded.
Follow up on budgets that are ending; clear outstanding purchase orders; set up accounts payable.
Follow up on all outstanding purchase orders, contacting vendors and/or support staff as needed.
Match invoices with the proper receiving copy of the purchase order or online payable and process for payment.
Process travel and expense reimbursements for employees and non-employees.
Maintain an accurate, computerized vendor file; update as needed; delete all inactive vendors.
Maintain a numeric check filing system.
Follow up on outstanding invoices and send emails to appropriate individuals as needed.
Ensure payments are processed timely and that all credit accounts are current.
Process checks on a weekly basis in accordance with Center calendar.
Generate and maintain reports and supporting documentation associated with weekly check runs.
Maintain current W-9 files.
Assist with the preparation of 1099's annually.
Monitor and track all prepaid accounts.
Monitor and track all payable accounts.
Monitor and close outstanding purchase orders in accordance with budget and year-end closeouts.
Provide accounts payable and system guidance to Center staff.
Maintain awareness and follow guidelines of allowable costs for expenditures; work with budget managers and staff to ensure proper coding of unallowable costs.

Federal and State Requirements/Compliance
Assist with ensuring ESC-20's compliance within the Financial Services system.

INITIATIVE
Demonstrate initiative, persistence, and a proactive approach to assigned responsibilities.
Demonstrate the use of sound judgement and ingenuity in problem solving to meet the needs of the Center and clients served.
Seek, participate, and engage in job-related learning and development experiences that provide professional growth.
Remain current with industry standards, developments, and applicable laws/regulations; implement accordingly.
Demonstrate flexibility and adaptability to new situations and assignments.
Set challenging goals and reach a high standard of performance despite barriers encountered.
Perform duties with awareness of broader organizational impact, ensuring actions and decisions support department and organizational success.
Promote and support continuous improvement and organizational change.
Work under minimal supervision.

COMMUNICATION/HUMAN RELATIONS
Model thePrinciples of Public Service (Policy AD LOCAL).
Communicate in a timely and effective manner and interact professionally.
Build professional relationships with colleagues and clients, maintaining regular interaction to meet shared outcomes.
Demonstrate self-confidence, professionalism, and a high level of customer service skills (e.g., courtesy, patience, diplomacy, etc.) at all times and, in particular, when under stressful or unprecedented situations while working with colleagues and clients.
Demonstrate professional-level written and oral communication skills.
Work collaboratively in a team setting.
Keep supervisors informed.
Regularly handle and maintain confidentiality of sensitive communications and information at all times.

SUPERVISION AND ORGANIZATION OF STAFF
None.

BUDGET RESPONSIBILITY
Be aware of and follow Center guidelines of allowable costs when recommending use of public funds for expenditures for supplies, equipment, and facilities in area of assignment.

PHYSICAL/MENTAL DEMANDS & ENVIRONMENTAL FACTORS
Tools/Equipment Used: Standard office equipment including personal computer, peripherals, copy machine, phone, etc.
Posture: Prolonged sitting; occasional standing, bending/stooping, pushing/pulling, and twisting.
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
Lifting: Light lifting and carrying (less than 15 pounds); occasional heavy lifting/carrying (15-50 pounds).
Environment: This role primarily operates in an in-person, dynamic office setting, characterized by frequent verbal communication, movement, and collaboration among team members (small to large in-person gatherings/meetings); exposure to low or intense illumination; exposure to office equipment noise; may work prolonged or irregular hours; occasional travel; and, occasional remote work (after pre-determined length of employment).
Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

ADDITIONAL REQUIREMENTS
Champion and model the Center's Mission, Vision, Core Values, and Service Standards.
Function within the policies and procedures of ESC-20.
Accept other responsibilities as assigned.
Dress and groom appropriately for the ESC-20 work setting.
Travel independently to fulfill responsibilities of the position.
Maintain regular and reliable attendance, majority in-person/onsite.
Serve at the will of the Executive Director.