Accounts and Travel Specialist

Primary Purpose:

The Accounts and Travel Specialist is a combined role responsible for supporting the Education Service Center (ESC) Region 16s accounts payable operations serving as a liaison between Region 16 and the contracted travel agency and reconciling credit card transactions. This position ensures accurate financial and travel-related transactions timely vendor payments and compliance with organizational requirements while maintaining detailed records and fostering effective communication with the travel agency and internal staff.

Qualifications:

Education/Certification

• High School graduate or GED required

Skills

• Business office skills required including a working knowledge of personal computers and basic software
• Required proficiency in Microsoft Office Suite including Word Excel Outlook PowerPoint and Publisher
• Required proficiency in spelling punctuation and grammar
• Must be skilled in general office procedures
• Must exhibit tact and relate well to people
• Must possess initiative as well as organizational and exceptional communication skills

Working Conditions:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Must be physically able to tolerate prolonged sitting frequent standing occasional bending/stooping pushing/pulling twisting and standing
• Motion: Must be physically able to tolerate frequent standing and walking repetitive hand motions frequent keyboarding and use of mouse; occasional reaching occasional driving
• Lifting: Must be physically able to tolerate regular light lifting and carrying (less than 15 pounds); may require occasional heavy lifting and carrying (45 pounds or more)
• Environment: Must be physically able to work inside; tolerate occasional regionwide and/or statewide travel; regular exposure to noise
• Mental Demands: Must be able to work with frequent interruptions; maintain emotional control under stress; work prolonged or irregular hours on occasion
• Regular Attendance is an essential function

Major Responsibilities and Duties:

1. Support Accounts Payable Operations: Assist in managing the ESCs accounts payable process including printing and matching purchase order documentation and matching invoices with purchase orders for payment.
2. Process Vendor Payments: Support the production of vendor checks and facilitate monthly vendor payments via credit card ensuring timely and accurate processing.
3. Enter Financial Transactions: Input and verify transactions including encumbrances disbursements and payment authorizations ensuring data accuracy.
4. Maintain Purchase Order Records: Assist in verifying and updating the outstanding purchase order report to ensure accuracy.
5. Assist with Audits: Provide support to auditors by supplying accurate financial records and documentation as needed.
6. Act as Travel Agency Liaison: Serve as the primary point of contact between Region 16 personnel and the contracted travel agency to coordinate travel arrangements for ESC staff.
7. Maintain Travel Records: Organize and maintain travel-related records including itineraries receipts and correspondence in compliance with ESC policies.
8. Reconcile Credit Card Transactions: Collect receipts reconcile monthly credit card billing and complete credit card expense spreadsheets and billing requests to meet required deadlines.
9. Resolve Discrepancies: Contact vendors to correct errors in hotel rental car or airline receipts and obtain corrected documentation as needed.
10. Maintains professional relationship with clients and vendors
11. Follows established ESC telephone protocol
12. Reports for work ready to perform responsibilities
13. Performs duties that directly and/or indirectly impact student performance in Region 16
14. Maintains a professional level of confidentiality regarding all ESC matters
15. Supports the mission goals and objectives of the ESC strategic plan
16. Upholds and adheres to safety rules and policies of the ESC safety program
17. Performs professional responsibilities as required by ESC policies processes and procedures
18. Manages time calendar and job responsibilities to meet deadlines
19. Meets proficiency levels of required technology skills as outlined by supervisor
20. Incorporates appropriate technology in daily work and exhibits continual growth in technologies as outlined by supervisor
21. Performs other duties as assigned

Work Days: 226

Required Experience:

Unclear Seniority