Finance Administrative Technician - Accounts Payable

CHARLOTTESVILLE CITY SCHOOLS

JOB DESCRIPTION

Job Title: Finance Administrative Technician Accounts Payable

Location: Division Administration Office

Reports to: Director of Finance

FLSA Status: NonExempt

Summary:

The Finance Administrative TechnicianAccounts Payable is responsible for providing clerical accounting duties including processing invoices generating payments reconciling purchasing card (PCard) transactions and digitizing accounts payable documents. This position requires regular interaction with internal staff and vendors while maintaining confidentiality and compliance with Charlottesville City Schools (CCS) policies and procedures. Work is performed under the supervision of the Director of Finance.

Essential Functions:

General

• Greet screen and assist customers and visitors in a professional and courteous manner.
• Responds to and resolves customer inquiries and issues promptly and effectively.
• Maintain prompt regular inperson attendance during standard office hours.
• Communicate and collaborate effectively both verbally and in writing with a variety of stakeholders including vendors departments and management levels.
• Support the annual financial audit through timely provision of documentation and reports.
• Performs other duties as assigned by the Director of Finance

Invoices Payments and Document Management

• Maintain and manage the vendor database by periodically sending W9 forms update vendor information inactivate outdated vendors and remove duplicate vendors.
• Ensure compliance with applicable accounting principles regulations and CCSs policies and procedures.
• Receive and review vendor invoices to ensure accuracy proper authorization and alignment with purchase orders.
• Entering invoice details into the financial system and allocate expenses to appropriate general ledger accounts.
• Process timely payments to vendors via checks epayable PCard or ACH.
• Review and process employee expense reports verifying all receipts comply with CCS policies and procedures.
• Review process and follow up on purchase orders (POs) invoices travel authorizations and PCard transactions.
• Research and resolve discrepancies or issues related to invoices payments and vendor accounts.

• Reconcile PCard transactions to ensure receipt of documentation for payment.
• Prepare and process annual IRS Form 1099 reporting for vendors.
• Scan code and electronically file documents to support grant reimbursement requests providing information to auditors and reducing paper storage.

Note: This job description in no way states or implies that these are the only duties to be performed by this employee. The Finance Administrative TechnicianAccounts Payable will be required to follow any other instructions and to perform any other duties as assigned by the Director of Finance. CCS reserves the right to update revise or change this job description and related duties at any time.

Education and/or Experience:

An Associates degree or an equivalent combination of education and experience is required along with a minimum of five years of progressively responsible experience in financial accounting. Possession of a valid drivers license.

Knowledge Skills and Abilities:

Knowledge

• General knowledge of accounting and bookkeeping principles and practices
• Proficiency in office automation technology and its application in accounting and office operations.
• Proficiency in business English spelling and mathematics

Skills

• Proficiency in operating computer equipment and relevant software applications.
• Strong oral and written communication skills.
• Effective problemsolving and organizational skills

Abilities

• Enter data accurately and perform mathematical computations proficiently
• Demonstrate a high level of attention to detail
• Establish and maintain effective working relationships with diverse groups of people
• Work independently to meet deadlines and manage multiple tasks.
• Analyze organize and prioritize tasks efficiency.
• Adapt to changing priorities and frequent interruptions.
• Learn and master various software systems including Microsoft Office products Google Suite and financial/accounting software.

Physical Conditions and Nature of Work:

The usual and customary methods of performing the jobs functions require the following physical demands: some lifting carrying pushing and/or pulling; and significant manual dexterity. Generally the job requires 75% sitting 10% walking and 15% standing.

The job is performed in a generally clean and healthy environment.

Evaluation:

Performance of this job will be evaluated in accordance with the school board policy and administrative regulations on evaluation of support staff personnel.

Contract Length:

12 months/260 unless specified for a different length and will be discussed during the hiring process

Required Experience:

IC