Accounts Payable Coordinator

Some information about this assignment:

• We need someone with Accounts Payable experience. We prefer a candidate with local government work experience.
• Required per Job Description: Three years general accounting experience with 1-2 years is of accounts payable experience.
• The assignment is based in Virginia Beach near Diamond Springs Rd/Shore Drive.
• The duration of the assignment is 2-4 months.

ttachment:
HRSD Position Description - Accounts Payable Coordinator Revised 2/2021
Page 1 of 4
HRSD
Position Description: Accounts Payable Coordinator
Section I. Position Reference Information
. Department Finance
b. Division Accounting
c. Position Title Accounts Payable Coordinator
d. Immediate Supervisor Accounts Payable Supervisor
e. Work Center Customer Service Building
f. Grade 4b-4
Section II. Position Summary
Under general direction, the Accounts Payable Coordinator is responsible for:
. Providing the financial and technical support necessary for the payment of HRSD's
financial obligations in a team environment
b. Proactively meeting or exceeding internal and external customers' needs by providing the
ccounts Payable function in an efficient and professional manner in accordance with
HRSD initiatives and industry best practices
c. Serving as assistant to supervisor and performing various administrative and support
functions as delegated
d. Collaborating with Accounts Payable Supervisor to ensure proper documentation of
standard operating procedures
e. Assuring the accounting integrity of the Accounts Payable module through analysis of
financial transactions, vendor account analysis, and analysis of work processes assigned
f. Develop working relationships with vendors/suppliers to facilitate invoice discrepancies
resolution and maintain appropriate records and filing
g. Prepare and execute monthly audits for vendors/suppliers
Section III. Examples of Position Duties
. Follows principles and goals of Quality Improvement and HRSD team building
b. Performs invoice/PO/receipt matching in an electronic environment
c. Review and verify vendor invoices for correct mathematical extensions and additions
d. Ensure checks and electronic disbursements of HRSD's obligations are made accurately
nd timely according to contract terms, compliance with HRSD initiatives, and industry
best practices
e. Establish partnerships with vendors, Procurement, municipalities, utility companies, and
work center staff to facilitate and maintain good account relationships for better terms,
discounts, and resolution of discrepancies
f. Manage each vendor as a customer account; research vendor inquiries in a timely manner
g. Research, analyze, and reconcile accounts for accuracy, accountability, and resolution of
discrepancies
h. Review and reconcile the uninvoiced receipt report and communicate monthly updates to
Procurement
i. Make decisions, set priorities, and develop goals to meet the objectives of the Accounts
Payable function
HRSD Position Description - Accounts Payable Coordinator Revised 2/2021
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j. Prepare and maintain excel spreadsheets for analysis purposes for purchase order
contracts, utility disbursements, payroll disbursements, and continuing education benefits
k. Perform scanning and indexing of financial documents into image system
l. Process tuition payments and ensure proper application of payment and resolve any
discrepancies with educational institutions
m. Process all chemical invoices and create and maintain a discrepancy spreadsheet for
chemical invoices
n. Create, maintain utility and waste management spreadsheets, preparing for monthly
disbursement for analysis, purchase order contracts and utility disbursements
o. Review insurance policies and prepare claims to be filed
p. Maintain insured equipment spreadsheet for all work center locations to include vehicles,
IT equipment and Lab equipment for yearly insurance renewal process
q. Maintain and reconcile a tax due spreadsheet for payroll
r. Reconcile PCard statements
s. Create and maintain yearly property acquisition spreadsheet
t. Perform general office duties to include, but are not limited to preparing/drafting general
correspondence for internal/external customers, filing and copying, including mail, data
entry, and has the technical ability to prepare reports and spreadsheets as needed
u. Provide guidance and training on accounts payable procedures
v. Forecast disbursements for cash flow purposes
w. Recommend changes for continuous improvements to increase the efficiency of Accounts
Payable
x. Assists on special projects
y. Performs other duties as assigned
Section IV. Position Contacts
. Standing Committees, Boards, and Organizations
Required
Member - Accounting QST
b. Internal Contacts
Contact Purpose Frequency
ll levels of HRSD
Departments
Maintains a good working relationship with
internal customers at all levels of the
organization to ensure the payment for goods
nd services purchased by HRSD are paid
ccurately, in a timely manner.
Daily
Finance Personnel -
ccounting Division
Internal Audit
Supports the Accounting Division to achieve its
objectives by setting priorities to meet
organizational needs and goals. Assist or
perform other accounting functions as needed.
s needed
Procurement Division
Personnel
Provide feedback on possible policy abuse. Seek
resolution to material management issues,
contract issues and disputes. Provide feedback
on vendors and payments.
Daily
ccounts Payable Work in a team environment to identify quality
improvement areas, promote teamwork,
coordinate efforts, and manage workflow for
maximum production while maintaining
ccounting integrity.
Daily
HRSD Position Description - Accounts Payable Coordinator Revised 2/2021
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c. External Contacts
Contact Purpose Frequency
Contractors, Suppliers,
nd Manufacturers,
Utilities
Work with representatives in a professional
manner to facilitate the payment of HRSD's
obligations according to contract terms and to
facilitate the resolution of material management
issues, contract issues and disputes.
Daily
State Agencies,
Municipalities, Cities
Work with representatives in a professional
manner to facilitate the payment of contractual
obligations.
Daily
Section V. Position Accountabilities and Expectations
. Interact and communicate, verbally and in writing, with employees at all levels of the
organization and the public
b. Knowledge of accounting procedures and accounts payable's best practices
c. Ability to maintain accurate, timely records and to interpret financial data
d. Ability to recognize problems quickly and use good judgment in locating the most
ppropriate guideline or practice to follow with little or no supervision to solve problems
e. Must be able to work with minimal supervision and demonstrate initiative
f. Must be able to work in an environment with many interruptions and deadlines
g. Must have a high level of integrity to handle sensitive and confidential information
h. Working knowledge of organizational practices and standards
i. Knowledge of computer software and other standard office equipment or ability to
learn new computer software to perform the Accounts Payable function in an electronic
environment
j. Working knowledge of Microsoft Office Suite, including but not limited to Microsoft
Word, Excel, and Outlook
k. Ability to demonstrate competencies in leadership, oral and written communication,
teamwork, strategic thinking, organizational management and other skills necessary to
support the Accounts Payable function
Section VI. Working Conditions
. Must be able to work at a technical level in a team oriented environment
b. Must be able to work in a fast paced environment with demonstrated ability to handle
multiple competing tasks and short deadlines, while maintaining professionalism
c. Must be able to work overtime and/or unusual hours as necessary
Section VII. Physical Requirements
. Must have the physical dexterity to accomplish the duties defined herein
b. Work requires lifting ability (20-50 pounds)
Section VIII. Other
. Medical certification of physical requirements may be required
b. Must be currently authorized to work for any U.S. employer
HRSD Position Description - Accounts Payable Coordinator Revised 2/2021
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Section IX. Qualification Standards
. Education
1. Required
High school diploma or GED with coursework in accounting principles
nd/or business ethics
2. Desired
ssociates degree in Accounting or related field
ccounts Payable Certification
b. Experience
Required
Three years general accounting experience with 1-2 years is of accounts
payable experience
c. Training Levels
Personnel in this position are fully qualified at a Grade 4 with three (3) years
general accounting experience with one (1) to two (2) years is of accounts payable
experience. For those applicants not fully qualified, the following training levels
have been established:
Grade 4a - Two years of general accounting experience, of which 1 year is accounts payable
experience
Grade 4b - One year of general accounting experience, of which 6 months is accounts payable
experience
d. Job-specific Technical Competencies
Required
) Broad functional knowledge of accounting/accounts payable best practices
b) MS Office applications
c) Knowledge of computer software programs and ability to learn new
ccounting software applications
d) Ability to develop highly effective working relationships with all HRSD
employees
. Special Licenses
Required
Valid driver's license from state of residence

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