Under general supervision, processes accounts payable invoices, reconciles vendor statements, reviews and enters data, processes transactions, verifies data integrity and ensures accuracy and timely payments; provides quality customer services.
ESSENTIAL FUNCTIONS — Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:
Receives and verifies invoices for goods and services. Ensures that the transactions comply with MPS financial policies, controls and procedures. Verifies information with site/department that goods were received, or service was provided.
Determines proper use of account codes, object codes, discount, and payment terms. Processes invoices for payment.
Reconciles monthly statements from vendors.
Answers vendor inquiries in reference to payments, data, receipt of goods, etc.
Maintains updated vendor files. Sets up and maintains complex records and filing system of accounts payable vendor files and other financial records, including invoices for retrieval or review by auditors.
Assists in the training of new and temporary personnel regarding accounts payable transactions.
Acts as back-up for facilitation of processing and printing of weekly check runs. Identifies and pulls the checks that require special handling.
Confirms accuracy of totals of invoices processed to totals paid to vendors. Acts as back-up for maintaining spreadsheet compiling total invoice amounts processed on a daily basis. Investigates discrepancies and make corrections as needed.
Maintain files for independent contractors. Monitors the payments to independent contractors so that payments and tax codes are accurate. Continually compare total payment amounts made to contractors against the total amount of their contract to avoid overpayment.
Verify tax codes for contractors in preparing to process 1099s. Match and collate vendor numbers in the event there are duplicates. Prepare 1099s for mailing; ensures that the paperwork related to the processing of 1099s is done in an accurate and timely manner.
Performs investigative transactions to ensure that payments are processed within budget amounts and have proper approval.
Prepares journal entries and /or uploads in SAP.
Demonstrates courteous and cooperative behavior when interacting with students, clients, visitors, and MPS staff; acts in a manner that promotes a harmonious and effective workplace environment
Enthusiastically promotes the Superintendent’s goals and priorities in compliance with all policies and procedures.
Maintains absolute confidentiality of work-related issues, records and MPS information.
Education, Training and Experience Guidelines
High School Diploma/GED; AND three (3) years of Accounts Payable experience; OR an equivalent combination of education, training and experience as determined by Human Resources.
Accounting and budgeting principles and methods, including grant fund and special fund procedures.
Applicable policies, procedures and regulations covering specific areas of assignment.
Specialized MPS and state agency accounting software applications.
Principles of record keeping and records management.
Personal computers utilizing standard and specialized software applications.
Maintaining accurate accounting records, and identifying and reconciling errors.
Performing mathematical calculations with skill and accuracy.
Entering numerical data into a computer system with speed and accuracy.
Establishing and maintaining effective working relationships with co-workers.
Effective verbal and written communication.
LICENSE AND CERTIFICATION REQUIREMENTS
A valid Minnesota State Driver’s License may be required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment which requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. A job in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work and heavy phone usage.
District Application Guidelines
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