What are the responsibilities and job description for the Accounts Payable Specialist position at Prairie Lakes Area Education?
Qualification Education
Two-year degree with emphasis in accounting preferred, high school diploma required.
Experience
Minimum of two years business office experience, preferably with accounts payable and purchasing responsibilities.
Essential Job Functions
Two-year degree with emphasis in accounting preferred, high school diploma required.
Experience
Minimum of two years business office experience, preferably with accounts payable and purchasing responsibilities.
Essential Job Functions
- Prepare all agency purchase orders.
- Responsible for maintenance of the purchase order system from requisition to distribution of completed purchase orders.
- Responsible for placing all orders.
- Communicate and work with office secretaries throughout the entire purchasing process.
- Assure receipt of goods and services before payment.
- Verify accuracy of bills with the appropriate personnel before payment.
- Follow up on outstanding purchase orders with employees and vendors.
- Responsible for education and training of users on the purchase requisition system.
- Maintain vendor file for accounts payable including adding vendors as needed.
- Maintain up to date W-9’s for vendors as needed.
- Prepare and verify 1099 information and process 1099 forms.
- Answer questions and receive information from vendors/agency staff regarding purchase orders.
- Input and maintains scanning system, Laserfiche.
- Process all expense reimbursement claims for staff.
- Backup to accounts receivable and cash receipts process.
- Assists with annual physical inventory counts.
- Maintenance and upkeep of copiers and printers including coordinating service calls and assuring adequate supplies on hand.
- Update and order forms and supplies utilized in the business office.
- Assists with annual audit.
- General accounting assistance.
- Willingness to work extended hours to meet deadlines during peak workload periods.
- Punctual attendance is vital and vacations must be coordinated.
- Maintain harmonious working relationships with internal business partners.
- Must be accurate, timely, detail oriented; possess strong analytical and problem - solving ability, be self-motivated with the ability to multitask in an environment with frequent deadlines.
- Consistently demonstrate the ability to identify and solve complex issues.
- Strong interpersonal skills and the ability to effectively communicate and provide excellent customer services.
- Contributes to a positive and productive work, learning and team environment
- Believes in, advocates for, understands, supports and delivers the priority work of the AEAs, Iowa Public and Accredited Schools, the Iowa Department of Education and Prairie Lakes AEA
- Focuses upon agency and team efforts to deliver equitable, efficient and effective educational services that prepare Iowa children for a life well-lived
- Anticipates and responds to needs, requirements and expectations of clients resulting in acceleration, inspiration and innovation
- Demonstrates effective verbal, non-verbal, written, listening and visual communication
- Possesses effective interpersonal, collaboration, facilitation skills and is committed to relationships and partnerships, within and outside of the agency
- Exhibits self-motivation, reliability, organization, detail and quality and engages in continuous improvement of professional practice to build skills needed to perform job duties and meet agency goals and expectations
- Manages time effectively so that timelines are met and improved results are evident in learning, professional capacity and system effectiveness
- Problem solves by utilizing data-based decisions, preventing and resolving conflicts and providing comprehensive, high quality solutions
- Works with integrity and maintains confidentiality
- Models and integrates technology into daily work
- Leads professional development for at least one course, internally, externally or both
- Understands other duties and responsibilities may be assigned, according to current needs of the agency or districts served
- Ability to travel between schools and sites served
- Normal, routine levels of activity related to bending, carrying, climbing, hearing, lifting, reaching, sitting, standing, vision and walking, and may also involve above-average levels of activity at times that can’t always be anticipated
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