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Accounts Payable Specialist I or II
4 months ago
Applications will be accepted until June 17, 2024 - Apply on-line at www.wfec.com
*At the option of the hiring official, a candidate will be placed in one of the following Accounts Payable levels based on education, experience, knowledge, skills, and behaviors required.
SUMMARY: Under close supervision of the Treasury & Technical Accounting Supervisor, the Accounts Payable Specialist maintains and updates accounts payable system, maintains and validates vendor master file information, verifies and processes invoices into the system, reconciles vendors statements, maintains accurate record of accounts payable activity, processes payments, processes ACH files and positive pay files to bank, performs risk management processes to prevent payment fraud, and prepares 1099 reporting. The incumbent also acts as the department's contact and coordinator for issues with accounts payable software modules, upgrades, updates, testing, and implementation. The incumbent serves as the Cooperative's expert on function of the accounts payable processes and compliance.
ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned. Reviews invoices received in relation to corresponding purchase orders and receiving reports. Inputs invoices daily into the accounts payable system. Verifies invoice and accounting information against supporting documents for accuracy. Analyzes disputed invoices and coordinates resolving issues with various departments, purchasing agents, accountants and/or vendors. Processes invoices in a timely manner to ensure the processing of payments in compliance of contractual terms (releasing, assigning, and entering payments, payment files for banks) by due date. Prepares and analyzes payment batches, accounts payable balancing reports, and maintains accounts payable system. Analyzes payments for opportunities of administrative efficiencies and cost saving initiatives. Maintains freight document files and performs research for tracing of shipments. Reconciles account transactions with the general ledger and resolves accounting discrepancies. Files various reports: weekly, monthly, year‑end, accounts payable open, accounts payable check register, cash requirements and invoice entry report. Ensures timely and appropriate payment of all invoices by matching invoices to supporting documents and verifying vendor information. Research vendor statements and responds via written correspondence. Possess understanding of accounting principles such as accounts payable disbursement process including purchasing, receiving, and inventory. Maintains and validates Vendor Master File in PeopleSoft accounts payable module in a manner to ensure integrity of data and non-duplication of payments, vendors, and payment fraud. System matter expert of Accounts Payable module in PeopleSoft Financial system. Responsible for testing and testing scripts for Accounts Payable module in PeopleSoft Financial system, such as: adding vendor, payment of invoices, perform 1099 process, balance Accounts Payable activity. Ensures effective and efficient document retention of accounts payable documents. Reviews receipt accrual for accuracy to ensure specific purchase orders are accrued appropriately in monthly financial statements. Maintains and verifies W-9 forms and 1099 information in the PeopleSoft Vendor Master File for all new vendors to facilitate annual filing of 1099s with the Internal Revenue Service.
COMPETENCIES: To perform the job successfully, an individual should demonstrate the following competencies:
Quantity: Meets productivity goals; Completes work in timely manner; Strives to increase productivity.
Quality: Demonstrates accuracy, thoroughness and attention to detail; Applies feedback to improve performance; Monitors own work to ensure quality.
Attendance/Punctuality: Is consistently at work and on time; uses paid leave within policy requirements; informs supervisor about necessary absences in a timely manner.
Dependability: Follows instructions and responds to management direction; takes responsibility for own actions; completes tasks on time or notifies appropriate person with an alternate plan.
Oral/Written Communication: Listens and gets clarification; responds well to questions; writes clearly and informatively; edits work for spelling and grammar; reads and interprets written information.
Organizational Support: Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values.
Planning/Organizing: Uses time efficiently; sets goals and objectives.
Safety and Security: Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
Customer Service: Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments to customers.
Cost Consciousness: Works within approved budget; develops and implements cost saving measures; conserves organizational resources.
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 education, experience, knowledge, skills, abilities, and behaviors required.
Education and Experience:
Accounts Payable Specialist I - Salary Grade 6 ($53,653 min - $66,894 mid - $79,812 max): Requires a minimum of five years of experience in accounts payable or accounting related duties. Must be able to operate a calculator proficiently. Previous proficient experience using financial software for daily duties and experience using a desktop computer is required. Related education can be substituted for experience at a rate of one year of education for two years of experience.
Accounts Payable Specialist II - Salary Grade 7 ($60,633 min - $76,072 mid - $91,141 max): Requires a minimum of eight years of experience in accounts payable or accounting related duties. Must be able to operate a calculator proficiently. Previous proficient experience using financial software for daily duties and experience using a desktop computer is required. Related education can be substituted for experience at a rate of one year of education for two years of experience.
Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write basic correspondence. Ability to effectively present information in one-on-one and small group situations to employees and others.
Math Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills: Ability to use Microsoft Office software including Excel, Word, and Outlook. Ability to learn and use PeopleSoft Financial Systems software is required.
CERTIFICATES, LICENSES, REGISTRATIONS: This position requires a current driver's license.
WORK SCHEDULE REQUIREMENTS: Incumbent normally works a daytime weekday schedule but may occasionally be required to work overtime.
PHYSICAL DEMANDS: The physical demands 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. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and color vision.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.
MUST MEET ALL PHYSICAL AND ENVIRONMENTAL REQUIREMENTS
WFEC IS AN EQUAL OPPORTUNITY PROVIDER AND EMPLOYER
MINORITIES, FEMALES, DISABILITY, AND
VETS ARE ENCOURAGED TO APPLY
EOE/AA/M/F/DISABILITY/VETS
Job Posted by ApplicantPro
