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Finance Operations Specialist
2 months ago
POSITION OVERVIEW
The Finance Operations Specialist is responsible for executing a diverse range of accounting tasks, specifically focusing on accounts payable and general financial management.
This role is structured as at-will employment for a defined period, not exceeding 999 hours within a fiscal year or six months, whichever is shorter.
APPLICATION PROCESS:
This position is open for ongoing recruitment, with an initial review of applications occurring periodically. Interested candidates are encouraged to submit their applications promptly.
KEY RESPONSIBILITIES
This role represents the career level within the Financial Specialist series.
At this level, the individual is expected to exercise some degree of independent judgment while adhering to established guidelines and procedures.
SUPERVISION
Reports to departmental management or supervisory roles. No formal supervisory duties are required.
The responsibilities outlined below are intended to convey the general nature and scope of work performed and should not be interpreted as an exhaustive list of tasks.
Ensure adherence to relevant policies and regulations.
Proactively track invoice statuses and address issues to guarantee timely vendor payments.
Optimize the use of the payables system, leveraging its capabilities effectively.
Enter and verify invoices or bills for compliance with purchase orders and requisitions. Monitor deposits to ensure sufficient funding for projects.
Draft routine correspondence, including collection notices to vendors and the public, determining penalties and delinquencies.
Respond to inquiries regarding project closeouts and complete final reconciliation documentation, including applicable invoices or refund processes. Update records accordingly.
Review additions and extensions on all invoices, confirm payment authorization, and prioritize payments.
Validate data entry into the financial system through verification processes.
Confirm state sales and use taxes, freight charges, payment terms, and discounts on all submitted bills.
Provide support to users by explaining established procedures and policies.Develop and maintain effective working relationships to support departmental objectives.
Manage the accounts payable email communications.
Perform additional related duties as assigned.
QUALIFICATIONS
Education and Experience
Associate's degree in Accounting, Business Administration, or a related field. A minimum of four years of experience in accounts payable, accounts receivable, and general accounting.
A combination of training, education, and experience that provides the necessary knowledge, skills, and abilities may be considered for meeting minimum qualifications.
Advanced coursework may substitute for a portion of the required experience.A valid Class C Driver's license with a satisfactory driving record is required.
Knowledge, Skills, and AbilitiesKnowledge of:
Accounting principles, practices, and financial recordkeeping. Familiarity with purchase order systems. Understanding of sales tax, use tax, and freight regulations. Knowledge of 1099 filing requirements.
Skills in:
Proficient use of Microsoft Office Suite. Experience with Oracle financial systems.
Ability to:
Effectively explain and resolve payment-related issues. Manage time efficiently. Create and maintain Accounts Payable journals. Provide excellent customer service.
PHYSICAL DEMANDS
Ability to transition between standing, walking, and sitting for varying durations. Capable of climbing, balancing, stooping, kneeling, crouching, or crawling as necessary. Ability to lift and carry objects weighing up to 25 lbs.
Ability to hear and perceive sounds. Communicate effectively through spoken words. Maintain visual acuity.WORK ENVIRONMENT
This position typically operates in a standard office setting with minimal exposure to excessive noise, dust, or extreme temperatures. Duties may also require work in outdoor settings, including construction sites and warehouse environments, with potential exposure to challenging conditions.
SELECTION PROCESS:
After reviewing applications, the most qualified candidates will be invited to participate in the selection process. Notifications regarding assessments and interviews will be provided to eligible applicants.
Offers of employment may be contingent upon successful completion of reference checks and background verifications.In compliance with the Americans with Disabilities Act, reasonable accommodations will be provided to qualified individuals with disabilities.
The organization is an Equal Opportunity Employer. EEO/ADA
