Accounts Payable Analyst

 
Position Summary:
The Accounts Payable Analyst reports to the Accounts Payable Manager and is responsible for the complete, accurate, and timely payment processing of all approved vendor invoices. This includes identifying and resolving variances between purchase orders, invoices, good receipts, and/or vendor payments so that payments are in compliance with board policy and federal and state law. The position is also responsible for assisting in verifying and monitoring department activities through the preparation and/or review of related trial balance reconciliations, appropriate resolution of variances, and financial reporting, including the accurate reporting of Federal claims.
 
Essential Duties:
•           Assists with all accounting operations to ensure compliance with applicable standards (i.e.GAAP), rules, regulations, and systems of internal controls.
•           Performs complete, accurate, and timely vendor payment processing and identifies and resolves variances between purchase orders, invoices, good receipts and vendor payments, maximizing vendor term discounts.
•           Assists with IRS 1099 annual reporting requirements.
•           Completes financial analysis and special projects as requested, including testing of data and completeness of information.
•           Downloads data and manipulates into usable information for reporting and research requirements.
•           Assists with account reconciliations and AP reports.
•           Uploads large invoicing batches.
•           Researches misapplied IRs and information requests.
•           Reviews, researches, and reconciles monthly vendor statements to invoice receipts in the system to include invoices blocked for payment.
•           Reviews monthly vendor aging reports weekly with follow-up on aged accounts.
•           Reviews and maintains vendor remit to addresses to ensure timely payment postings.
•           Coordinates with purchasing department for master data maintenance and missing or insufficient purchase orders.
•           Maintains AP files. Contact vendors for status on past due balances.
•           Identifies problem accounts or issues and determines and implements corrective actions.
•           Assists in developing and presenting training related to department specific functions to all applicable District personnel.
•           Understands department/desktop manuals, department webpage, and training materials and provides feedback for improvements and corrections.
•           Remains current through self-study or sponsored professional development, keeping informed of business and financial laws, policies, and regulations affecting the business affairs of the District.
•           Shares responsibilities of other members of the department/division during peak periods or when there is an overload of duties, or fill in when an individual is away from the work station. Cross trains with co-workers to serve as department back up.
•           Performs SAP system testing for mandated/requested configuration maintenance and updates.
•           Identifies and recommends improvements to policies, regulations, and procedures to achieve maximum accuracy, efficiency and internal control.
•           Supports the department's activities of the annual financial audit.
•           Assists with documentation, maintenance and completion of closing processes (monthly, quarterly or annually) to ensure accurate financial reporting in accordance with GAAP.
•           Prepares balance sheet reconciliations documenting identified variances and resolutions, escalating unforeseen variances as appropriate.
•           Prepares department monthly/quarterly/yearly financial statements and reporting for internal and external use.
•           Responds and provides documentation and analytical information as requested by management, external auditors, internal investigation teams or when issues are identified for further review.
•           Understands department-related policies, regulations, and procedures to achieve maximum accuracy, efficiency, and internal control.
•           Maintains and develops positive relationships with external and internal customers and other departments.  For the safety and convenience of all customers, provides prompt and courteous virtual customer service and robust website resources for 24/7 access (when these options may not work, ensuring opportunities for in-person customer service as needed). Handles more complex accounting discrepancies and customer service inquiries. Utilizes resources and technology to maximize efficiencies and savings.
•           Utilizes teamwork by working collaboratively with fellow employees and others to achieve identified goals and objectives.
•           Maintains confidentiality with all sensitive information.
•           Develops interpersonal relations by building productive rapport with employees at all levels within and outside the department. All employees are treated with fairness, dignity and respect.
•           Performs other duties as assigned.
 
Minimum Qualifications (Knowledge, Skills and/or Abilities):
 

• Strong experience with Microsoft Office Suite (Word, Outlook, Excel, including - formulas, vlookups, pivot tables, etc.).
• Demonstrates dependability by consistently working their set work schedule.
• Excellent interpersonal and written/verbal communication skills, including emails, by phone, and in person.
• Excellent time management skills with the ability to multi-task and prioritize to meet deadlines.
• Strong attention to details and organizational skills.
• Ability to train and mentor other staff.
• Excellent verbal and written communication skills and the ability to interact professionally with diverse groups, executives, managers, and subject matter experts.
• Expert Excel skills with the ability to create complex spreadsheets with minimal oversight.
• Proven ability to conceptualize, as well as think independently and handle multiple projects through to completion.
• Experience working collaboratively with key players in establishing goals, objectives and action plans to produce expected ends/results desired.
• Strong organizational and interpersonal skills, self-motivated, with the ability to prioritize and delegate as necessary.
• Ability to recognize, analyze, and solve routine accounting problems with minimal supervision.

 
 
Preferred Qualifications (Knowledge, Skills and/or Abilities):

• Bachelor’s degree in accounting, finance or business administration with accounting/finance emphasis, but not required. Experience can be substituted for education requirements.
• Three (3) years of financial accounting experience, including two (2) years of accounts payable experience.
• GAAP and financial internal controls knowledge.
• SAP software or other ERP software experience.
• Public education or governmental experience.
• OCAS (Oklahoma Cost Accounting System) knowledge.

 
*Relevant experience may be substituted for formal education at a 2:1 ratio.  Therefore for every 1 year of college lacking, 2 years of directly relevant experience may be substituted.
 
Physical/Mental Requirements:   

• Must have adequate manual dexterity to write legibly and perform required duties on the computer. 
• Must have adequate visual acuity to read, interpret and transcribe written material and other required duties.
• Requires normal range of hearing and clear speaking abilities to interact appropriately with others in person and on the telephone.
• Requires some stooping, bending, stretching, and occasional lifting not to exceed 25 pounds. 
• Sitting for prolonged periods of time.
• May periodically require work outside of normal business hours, including weekends, under sometimes. stressful conditions in order to meet business needs and strict deadlines.

 
 Work Environment:  

• Office duties will be performed in a well-lighted, climate-controlled environment.   

Reports To:       Director of Accounts Payable    
FSLA Status:    Exempt
Compensation:  807
Work Days:       242
FTE:                 100