POSITION SUMMARY:
Under the
direction of the Accounts Payable Manager, the Accounts Payable Assistant
provides high quality and diverse administrative support of records management
operations. This position ensures the implementation of policies, procedures,
tools and standards that drive the quality and effectiveness of all records
management operations impacting all phases of the accounts payable process.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Verifies
all payment batches as they are received in the Accounts Payable Office;
Prepares
paid invoices for capture;
Accurately
captures image of all accounts payable paid invoices;
Maintains
all ERATE payment records, and coordinates support needed by IT to file for
PGCPS reimbursement;
Maintains
record of accounts payable paid invoices;
Coordinates
disposal of records with Maintenance department;
Researches
all incoming disbursement authorities to determine active status in Oracle;
Requests
W-9s for new vendors, verifies vendor/employee name and address in Oracle, and
prepares Vendor Action Request for approval;
Scans
or faxes all Vendor Action Requests to Purchasing for vendor setup daily;
Provides
back-up for front-desk and Accounts Payable Clerk I; and
Performs
other duties as assigned.
QUALIFICATIONS:The requirements listed below are representative of the knowledge, skill, and/or ability required.
Some knowledge of
modern clerical account keeping practices;
General computer
skills, including MS Office and Oracle;
Knowledge of office
terminology;
Knowledge of office procedures
and office equipment;
Familiarity with
operation of bookkeeping or accounting machines desirable;
Ability to understand
and follow simple oral and written instructions;
Ability to write
legibly;
Ability to get along
well with others;
Clerical aptitude; and
Mental alertness, tact
and courtesy.
EDUCATION and/or EXPERIENCE REQUIREMENTS:
High school diploma or GED required and two to three years
of progressively responsible experience in a large office environment and
general clerical work; or any combination of applicable education, training,
and experience that provides the knowledge, abilities and skills necessary to
perform effectively in the position.
CERTIFICATION REQUIREMENTS:
None Required.
SUPERVISORY RESPONSIBILITIES:
No direct supervisory responsibilities.
PHYSICAL DEMANDS:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
WORKING ENVIRONMENT:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
ADDITIONAL INFORMATION:
None.