Description

Position info: Position will remain open for a minimum of 5 days, current PSE-OP members must apply within 5 days of posting date to be guaranteed consideration for position. This position will consist of a combination of duties as outlined on the two job descriptions below. 

Benefit Info:

*Benefits offered: Medical, Dental, Vision, Prescription (SEBB) Long-Term Disability Insurance Accidental Death and Dismemberment Insurance and Life Insurance Retirement Sick, personal, and bereavement leave Health Reimbursement Arrangement (VEBA) Employee Assistance Program. *Optional Benefits: Additional life and accidental death and dismemberment insurance Deferred compensation Annuities (403(b), Roth) Medical flexible spending arrangement Limited purpose flexible spending arrangement Dependent care assistance program
 
CLASSIFICATION:                 PSE-OP Operational Support Level C
TITLE:                                    Accounts Payable Specialist
REPORTS TO:                        Department Administrator

POSITION SUMMARY: This position processes vendor invoices for payment and maintains accounts payable records for all district funds.  Responsibilities include processing purchase orders, providing procedural information to district staff and vendors, processing warrants for disbursement, accounting for construction projects including retainage and securing appropriate documentation before releasing same, custodian of the advance travel fund and district revolving fund, bank statement reconciliation for district accounts, fiscal year end closing including processing 1099 tax statements for independent contractors.

PREFERRED QUALIFICATIONS:

Education and Experience:
High school graduate or equivalent
Three years of school district accounts payable experience. Additional related experience may substitute as deemed appropriate.
Experience with the WESPaC Financial Management module (or current district accounting software) is preferred
Special Requirements
Successful Washington State Patrol and Federal Bureau of Investigation fingerprint clearance
I-9 employment eligibility in compliance with the Immigrations Reform and Control Act
HIV/HBV training (obtain within 60 days of hire date – District provided)
Human Resources new hire training (obtain within 60 days of hire date – District provided)
Availability to work extra hours to meet deadlines and complete assignments if required
Knowledge, Skills and Abilities
Knowledge of general bookkeeping procedures and ability to maintain accounting ledgers
Knowledge of accounts payable procedures
Knowledge of computerized accounting systems
Skill in operating 10-key calculator by touch and other general office machines
Ability to operate computer and learn software programs. Verifiable skills in use of Excel and Word.
Ability to attend to detail and follow tasks through to completion
Ability to organize, set priorities and meet deadlines
Ability to make accurate arithmetic calculations
Ability to set up and maintain accurate records
Ability to work independently with minimal supervision
Ability to practice ethical and professional standard of conduct, including confidentiality
Ability to establish and maintain effective working relationships with staff and vendors
Ability to work effectively under pressure and with constant disruptions
Ability to learn and apply federal, state, and District policies, procedures, rules and regulations concerning purchasing and accounts payable
Ability to remain flexible to change in assignments or situations
Willingness to learn and apply new skills to accommodate a changing work environment
Familiarity with district chart of accounts and ability to identify and apply correct account codes
 

POSITION RESPONSIBILITIES: This list of responsibilities is not exhaustive, and may be supplemented as necessary.  Depending on individual assignment, the employee may perform all or a combination of several of the following:

Receives invoices and compares them against purchase orders and contracts; verifies extensions, taxes and totals. Reports invoice amounts exceeding purchase order authorization by specified amount. Verifies approval signatures. Calculates and deducts earned discounts; flags items requiring compensating tax or 1099 forms.
Enters accounts payable information into computer system. Monitors timelines to ensure that payables are processed by deadlines. Performs peer audit of other Accounts Payable Specialist. Prepares vouchers and verifies accuracy of data. Prepares accounts payable Check Summary for Board review and approval of payments; generates and disburses warrants to vendors.
Reviews procurement card purchases to ensure compliance with district policies.
Reconciles vendor statements to keep district accounts current.
Maintains list of authorized buyers for various vendors.
Maintains vendor database, including W-9 forms and IRS verification.
Notifies originator of purchase order when purchase order amounts are depleted; reviews and posts batch status purchase orders.
Troubleshoots problems with incorrect, inaccurate or missing accounts payable records; communicates with staff and/or vendors regarding missing information or to resolve discrepancies. Contacts staff members to request missing receiving records.
Custodian of the advance travel fund, revolving fund and bank statement reconciliation for assigned district accounts.
Prepares and submits monthly compensating tax/sales tax returns to Department of Revenue.
Prepares & submits annual unclaimed property report and submission.
Reviews warrants outstanding report and follows up on warrants older than six months. Processes affidavits of lost instrument to void/re-issue warrants.
Prepares and submits unclaimed property report annually.
Prepares and submits warrants issued and adjusted report to Snohomish County Treasurer monthly. Notifies County Treasurer of cancelled/voided/manual warrants.
Processes revenue refunds.
Assists in training school secretaries and new employees in purchasing and accounts payable procedures.
Receives staff travel and expense reimbursement requests; checks for required supporting documentation. Contacts staff as needed to follow up on items not meeting requirements. Processes payments in accordance with district travel policies.
Maintains a supply of purchase order forms and disseminates forms to building staff as requested.
Prepares reports and maintains records. Ensures proper storage, labeling, retention and disposal of records according to District and State of Washington retention guidelines.
Regular and punctual attendance to perform duties and responsibilities of position.
Performs general receipting as a backup to the Department Manager.
Attends meetings and trainings as required.
Performs related duties as assigned.

PHYSICAL/MENTAL REQUIREMENTS

The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions.

Experiences constant interruptions
Required to professionally interact with concerned staff / vendors and meet inflexible deadlines
Requires visual concentration on detail, dexterity and precision
Use a personal computer for extended periods of time
Use a telephone and other office equipment
Ability to perceive the nature of sound; near/far visual acuity; depth perception
Ability to communicate orally; manual dexterity to operate office machines; gross and fine motor skills
Exert 10 to 20 pounds of force frequently to lift, carry, push, pull or otherwise move objects
This type of work involves sitting for extended periods of time, walking and standing
 Reasonable accommodation may be made to employ a person with a disability to perform the essential functions of the job.

EMPLOYMENT CONDITIONS:

Mandatory reporter for incidents of child abuse, harassment, intimidation, bullying, fights, substance abuse, etc.
Adherence to federal, state and district regulations, policies and practices
Abides by employment provisions provided for in the collective bargaining agreement

This position is that of a confidential accounts payable specialist to the building administration and is represented by the PSE-OP of Monroe, Office Personnel Association. Vacations, holidays and other conditions of employment are covered under the PSE-OP of Monroe, Office Personnel collective bargaining agreement. Hours and days to be determined by the administration.

EVALUATION PROCEDURES: An annual evaluation of performance shall be completed by the department administration in accordance with District evaluation procedures.

CLASSIFICATION:                PSE-OP Office Personnel
TITLE:                                   Fiscal Department Manager

REPORTS TO:                        Chief Financial Officer or Designee

POSITION SUMMARY: This position provides clerical and secretarial support to the fiscal department.

PREFERRED QUALIFICATIONS

Education and/or Experience
Required: High school graduate or equivalent
Four years of increasingly responsible secretarial experience, including records maintenance and bookkeeping. Advanced technical training in secretarial procedures may substitute on a month for month basis for up to one year of the required experience.
Experience working in a school environment with students, staff and the public

Desired: Office experience, preferably in an educational setting
AA degree or higher
Special Requirements
Valid First Aid/CPR card
Successful Washington State Patrol and Federal Bureau of Investigation fingerprint clearance
I-9 employment eligibility in compliance with the Immigration Reform and Control Act
HIV/HBV training (obtain within 60 days of hire date – District provided)
Human Resources new hire training (obtain within 60 days of hire date – District provided)
Availability to work extra hours to meet deadlines and complete assignments if required
Knowledge, Skills and Abilities
Knowledge of secretarial procedures including general bookkeeping, ability to maintain accounting ledgers and ability to perform machine transcriptions and/or speedwriting
Knowledge of correct grammar, spelling and English usage
Keyboarding skill at 65 words per minute with accuracy
Skill in operating general office machine
Ability to operate computer and learn software programs
Ability to attend to detail and follow tasks through to completion
Ability to make accurate arithmetic calculations
Ability to set up and maintain accurate records
Ability to work independently with minimal supervision
Ability to maintain confidentiality
Ability to establish and maintain effective working relationships with staff, parents and the general public
Ability to organize, set priorities and meet deadlines
Ability to work effectively under pressure and with constant disruptions

POSITION RESPONSIBILITIES:

Processes all requests for personal services contracts for the district and all agreements that go before the school Board. Reviews each request for accuracy and compliance with district policies/procedures prior to issuance of contract(s).
Receives, processes, and tracks all requests for public records for the district. Composes all correspondence regarding public records. Orchestrates the collection of and distribution of responsive documents.
Maintains HD Baker Point of Sale System for district – coordinates, updates, assigns district user security levels, renews Verisign security system, and inputs account codes.
Lead person for district banking. Work with bank to resolve discrepancies in building and/or food service deposits. Maintain custodians/signers on all district accounts. Order banking supplies for district.
Receipts and deposits daily revenues received at district office.
Manages district NSF Process. Maintains and distributes NSF list to district financial secretaries. Corresponds with families to recover funds.
Helps with bank statement reconciliation.
Reviews all requests for refunds to ensure family is eligible for refund.
Audits food service and building deposits and transmittals. Responsible for processing the county treasurer transmittal.
Processes free/Reduced Price Meal applications (including DSHS direct certification import) and sends appropriate correspondence as defined by federal and state guidelines; prepares and submits annual verification report as required by USDA/OSPI.
Maintain and track purchase orders for the fiscal department. Track budget expenditures and keep staff informed of budget balances. Order, receive, account for, and distribute departmental office supplies and materials. Troubleshoot problems with inaccurate departmental orders.
Provide secretarial support to department administration. Screen and route department mail, format and type correspondence, forms, and memoranda. Compile and summarize data for reports and lists. Compose routine correspondence and duplicate materials as needed.
Screen phone calls for the department administrator; independently provide information and if possible respond to inquiries. Maintain positive public relations for the department and the district.
Maintains records and files for department.
Makes decisions as needed for routine matters in the absence of department administrators. Keep department administrators informed of non-routine matters requiring attention.
Regular and punctual attendance to perform duties and responsibilities of position.
Attends required annual training regarding designated duties.
Other duties as assigned within the PSE Monroe OP bargaining unit.

PHYSICAL/MENTAL REQUIREMENTS:

The physical/mental requirements described are representative of those an employee may encounter while performing the essential functions of this job and may be supplemented as necessary.

The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions:

Use of a personal computer for extended periods of time
Use of a telephone and other office equipment
Ability to perceive the nature of sound; near/far visual acuity, depth perception
Ability to communicate orally; manual dexterity to operate office machines, gross and fine motor skills
Exert 10 to 20 pounds of force on a frequent basis
Ability to lift, carry, push, pull or otherwise move objects
Sit for extended periods of time, walk, stand
Attend off-site trainings and workshops as deemed necessary
Work is conducted in a shared, open, office environment with consideration toward equipment noise, confidentiality, voice volume
The job is performed with the majority of time spent indoors and under minimal temperature variations; a portion of the day may be time spent outdoors and is subject to a variety of changing weather conditions and potentially uneven/slippery surfaces.

Reasonable accommodation may be made to employ a person with a disability to perform the essential functions of the job.

Office environment. Requires visual concentration on detail, dexterity and precision. Employees may experience constant interruptions; required to deal with distraught or angry parents, staff, or students in a calm supportive manner. Frequently required to meet inflexible deadlines. Handling of large sums of money requires security awareness.

EMPLOYMENT CONDITIONS:

Mandatory reporter for incidents of child abuse, harassment, intimidation, bullying, fights, substance abuse, etc. Adherence to federal, state and district regulations, policies and practices. Abides by employment provisions provided for in the collective bargaining agreement. This position is that of a confidential secretary to the department administration and is represented by the PSE-OP of Monroe, Office Personnel Association. Vacations, holidays and other conditions of employment are covered under the PSE-OP of Monroe, Office Personnel collective bargaining agreement. Hours and days to be determined by the district.

EVALUATION PROCEDURES: An annual evaluation of performance shall be completed by the department administration in accordance with District evaluation procedures.