Assistant, Accounts Payable

Note: The salary range listed reflects the TARGET HIRING RANGE only and does not represent the full employee pay range for this position.

Perform various specialized functions in support of Accounting, such as: processing and monitoring payments to outside vendors and employee reimbursements, as well as research and resolve issues with the Purchasing card program in coordination with the Accounts Receivable Specialist for month end close. Coordinate travel arrangements for employees who have work/training/seminars at sites in or out of state.

CAP EMPLOYEE SUCCESS FACTORS: All employees are personally responsible for workplace safety, reliable attendance, and engaging in collaborative team efforts. Employees are expected to foster an environment of mutual respect, integrity and inclusiveness.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES: (Essential Functions are not intended to be an all-inclusive list of responsibilities, duties and tasks. They are basic job duties that an employee holding the position must be able to perform with or without reasonable accommodation.)

1. Prepare the purchasing card program for the General Ledger by verifying the accuracy of account codes, purchase amounts, vendors, receipts and approvals. Monitor the usage of purchase cards relating to luncheons, meetings, seminars, training, good going awards, out of state trainings, airfare, and car rentals to maintain compliance with Central Arizona Project (CAP) policies and procedures. Coordinate the completion of month end close with the AR Specialist.

2. Perform functions relating to Accounts Payables, including payments against purchase orders. Compare vendor invoices to receiving documents and the Account Payables system for payment of purchase orders. Resolve variances and discrepancies by researching and consulting with outside vendors, requestors, and Purchasing Specialists. Compare, review and adjust coding as needed. Work with Material Control (Warehouse) to receive purchase orders when required. Take discounts on invoices, when applicable. Check invoices for mathematical accuracy and approvals. Pay within the Terms of the invoice. Using information received from the Cash Management Analyst, reconcile and update wire transfers to the General Ledger by month end close.

3. Non-Purchase Order Payments: Process payments for training, lodging, utilities, miscellaneous employee reimbursements and employee travel reimbursement. Research, analyze and resolve billing conflicts with internal and external customers on a daily basis to ensure accurate payments. Verify mathematical accuracy, coding, approval, in compliance with Central Arizona Project policies and procedures.

4. Manage and maintain the filing system of the State Treasure reports and prepare, maintain and file Maricopa, Pima and Pinal County monthly tax reports. Prepare the filing system for the purchase card statements.

5. Complete out of state and in state travel arrangements for employees and management for training, meetings, etc. Research various websites obtaining quotes for best airfare, hotel and car rental reservations. Use the Travel/Training policies and procedures to ensure the best travel arrangements for both employees and Central Arizona Project.

6. Resolve differences between invoices and internal documents through interaction with vendors, warehouse, purchasing and other internal departments. Inform and support employees and management regarding work order, project number relationship and account information for accurate entries. Make corrections as necessary. Meet deadline and transfer to general ledger goods received or services rendered in conjunction with monthly close deadline for efficient budget tracking and accurate financial reporting.

1A. REQUIRED MINIMUM QUALIFICATIONS
Education, Knowledge, Training, Skills & Experience:

• High school diploma or GED.
• Three (3) years of accounts payable experience; or two (2) years of accounts payable experience with an associate’s degree (or higher) in business, accounting or related field.
• Ability to accurately follow accounting policies and procedures and meet work schedule deadlines.
• Ability to establish and maintain effective working relationships with co-workers, a variety of vendors, and the general public.
• Ability to operate a calculator by touch.
• Computerized accounts payable experience required.
• Proficient in Word and Excel.
• Proficient with a computerized financial accounting system.
• Must have the ability to perform multiple tasks simultaneously, establish appropriate priorities, and function with minimal supervision.
• Attention to detail and accuracy are critical skills necessary to perform the essential duties of this position.
• Must possess strong communication skills and the work effectively in a team-oriented environment.
• Listening skills and the ability to articulate explanations are essential.

Required Certifications or Licenses: Must have a valid Arizona driver’s license and maintain a good driving record.

1B. PREFERRED QUALIFICATIONS
Education, Knowledge, Training, Skills & Experience:

• Associate’s degree in business, accounting or related field.
• Experience working with Oracle enterprise system.

2. CRITICAL THINKING AND DECISION MAKING:

Independence: Relies on experience and judgment to plan and accomplish goals. Ability to set priorities, perform multiple tasks, meet deadlines accurately in a fast paced environment. Work is performed independently or under minimal supervision.

Impact: Decisions are guided by established policies and procedures and could impact the image of the department and CAP to its internal and external customers. This position is required to provide high-level customer service to both external vendors, CAP customers, and CAP employees. Based on review of vendor discount and payment terms, establishes disbursement due dates which will maximize cash flow and preserve a favorable credit rating.

3. INTERPERSONAL COMMUNICATIONS AND CONTACTS:

Type: Contacts are internal and external to CAP and divided between formal and informal situations. Position is highly customer-service oriented and interacts frequently with all levels of CAP staff (including management) and CAP external clients.

Purpose: This position requires the person to respond and provide service to external vendors and CAP employees. Interacts will all levels of personnel within CAP and other entities for the purpose of obtaining and clarifying information, conclusions, and recommendations.

4. SUPERVISORY RESPONSIBILITY:
None.

WORKING CONDITIONS

The physical demands and work environment described here are representative of those that persons in this position will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Essential to this position is corrected or non-corrected vision. Example: must be able to see, read and interpret handwritten and printed documents, correspondence, manuals, office papers, computer screen, etc., including seeing various colors. Must be able to see to operate work equipment.

Also essential to this position is corrected or non-corrected hearing which is necessary for the ability to hear and comprehend voice communications as well as the ability to speak to communicate to individuals on the job. Must be able to hear to operate work equipment.

Physical Demands: The essential job requirements involve sitting for long periods of time including occasional lifting, carrying, pushing and pulling (in any combination thereof) of objects up to 26 pounds and the use of repetitive hand and wrist movements to enter alpha and numeric data into a computer, including the ability to grasp and manipulate work objects.

Work Environment: The majority of work time is spent working inside in either a single-level or upper-level structured office building, which is heated, air-conditioned and smoke-free. Persons in this position may conduct business out of the office, which may require driving a CAP vehicle on improved and unimproved roadways. Outside working conditions are dependent on the weather, which involves extreme heat in the summer (temperatures over 100 degrees) and cold in the winter (temperatures below freezing). Some work visitations may be required at the pumping plants and along the CAP canal. The pumping plants and office structures are heated and cooled. Noise levels are generally minimal, however, they can be excessive for brief periods of time. The person in this position moves about using various conveyances such as an elevator, stairway, and/or walk ramp. Persons in this position may have exposure to flora, fauna and the natural habitat of the desert environment.