Accounts Payable Technician

Field of Competition: Open Certification
DEFINITION
Under general supervision of the Accounting & Payroll Supervisor or designee, maintains ledgers for one or more projects, activities or appropriation; performs basic routine bookkeeping operations; prepares trial balances and performs related clerical duties demanding accuracy in maintaining and verifying records as well as compiling data and tabulating reports.
REQUIRED DOCUMENTS
Must attach the following documents to the online application or your application will be disqualified:
Proof of graduation from high school, GED equivalent, or higher
Transcripts (official or unofficial) reflecting the completion of nine (9) semester or fifteen (15) quarter units of college level courses in: basic accounting, bookkeeping, or business administration.
Unit/Degree verification (including equivalency of foreign degrees) must be submitted with the online application as an attachment in the form of unofficial transcripts. Equivalence of foreign degrees must have been reviewed and verified by a regionally accredited foreign degrees review agency.
Please note: Resumes are not required and are not reviewed in lieu of your application; therefore, ensure your application is complete.
All required documents MUST be submitted electronically at the time your application is submitted.
VACANCY INFORMATION
There is one (1) current vacancy, for fulltime (40 hours/week), 12 months. Salary will be based on actual hours worked (salary listed is based on 40 hours/week).
MINIMUM QUALIFICATIONS AND SPECIAL LICENSE OR LANGUAGE SKILLS: Education: Must possess a secondary (i.e., high school) school diploma, or its equivalent (GED). Completion of nine (9) semester or fifteen (15) quarter units of college level courses in basic accounting, bookkeeping, or business administration is required. Possession of an Associate (AA) degree or education beyond an AA degree is highly desirable.
Experience: Two (2) years of full-time experience in one or more of the following areas, general accounting, or accounts payable.
SPECIAL LICENSE OR LANGUAGE SKILLS
The ability to read, write and speak a language, in addition to English, such as Spanish or Armenian, is desirable. Possession of a valid Class C California Driver’s License and use of a private automobile, or alternative means of transportation, may be required in some positions.
PHYSICAL REQUIREMENTS
Employees must be physically and mentally able to perform the essential duties of a position with or without reasonable accommodation and without hazard to themselves or others.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Essential duties and responsibilities of positions in this class include but are not limited to:
Performs accounts payable functions by matching purchase orders to invoices and entering the invoices into the applicable software according to department policies, procedures and deadlines
Identifies errors or discrepancies and timely resolves them before processing;
Prepares and processes invoices and other financial documents manually or by using specialized automated software
Prepares checks, including Automated Clearing House (ACH) transactions and web payments, and backup documentation
Performs a variety of financial record-keeping and reporting duties
Prepares batches of invoices for data entry
Manages the weekly check run
Prepares vendor checks for mailing
Maintains updated vendor files and file numbers
Reports sales/use taxes by calculating requirements on paid invoices
Researches and resolves any outstanding balances on accounts and communicates with vendors in a timely manner
Processes and reviews accounting postings
Compares amount of payment with amount due in order to process and pay the correct amount of the invoice
Posts invoice payment into the District’s financial management software system
Reviews invoice discrepancies in pricing, calculations, and taxes
Ensures expenditure authorizations are signed
Verifies balances and adjusts accounting records as necessary
Ensures payments are posted in timely manner
Responds to inquiries from external vendors regarding the status of invoice payments
Assists in the establishment of forms and procedures
Accurately maintains financial records
Sorts incoming mail or packages into categories requiring a variety of handling, routing or filing procedures
Prepares materials for mailing
Provides exceptional customer service to internal and external customers
Ensures department services are provided with the highest customer service and ethical standards
Assumes responsibility for ensuring the duties of the position are performed in a safe and efficient manner
Performs other related duties as required
EMPLOYMENT STANDARDS AND WORKING CONDITIONS:
Knowledge of:
Account payable and maintenance of general ledgers
Financial and statistical record-keeping techniques
Applicable computer software applications such as Microsoft Excel, Word, PowerPoint, and Outlook
Basic mathematical computations such as addition, subtraction, multiplication, and division
Filing and recordkeeping systems and techniques
Correct English usage, grammar, spelling, punctuation and vocabulary
Applicable laws, rules and regulations related to assigned activities
District organization, operations, policies and objectives
Interpersonal skills using tact, patience and courtesy
Operation of a computer and assigned software programs
Telephone techniques and etiquette
Computer programs for accounting functions such as spreadsheets, database management and others
Ability to:
Make arithmetic calculations with speed and accuracy
Post accounts, ledgers, payroll summaries, and time sheets
Sort, code, categorize, tabulate, and file date
Research problems and recommend solutions
Check and compare information for completeness and accuracy
Read, apply and explain policies, procedures, rules, and regulations related to an assigned work unit
Organize and prioritize tasks to meet deadlines
Maintain focus under pressure
Understand and follow oral and written directions
Operate a computer and applicable hardware and software and related office equipment
Communicate effectively, orally and in writing
Establish and maintain cooperative and effective working relationships with others
Maintain sensitivity to ethnic, religious, cultural, and sexual differences
Key Competencies:
Math Skills / Customer Focus / Integrity / Attention to Detail / Using Technology / Dependability / Continuous Learning / Planning & Organizing / Flexibility / Handling Stress / Informing / Teamwork / Initiative and Innovativeness / Professional/Technical Expertise / Relationship Building
APPOINTMENT
Employees who receive a regular appointment to the class must serve a probationary period of one hundred and thirty (130) days of paid service. During this period, an employee must demonstrate an overall satisfactory level of performance; failure to do so shall result in the employee’s termination without right of appeal to the Personnel Commission.
Pay is based on actual hours worked. MUST APPLY ONLINE ONLY

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