Accounts Payable Specialist

Reports To: Chief Financial Officer

This position is a non-exempt, twelve-month, full-time assignment. Reduced hours in June and July. Candidates with 5+ years payables experience preferred.

Job Duties:

• Match incoming invoices and payment requests with all documents, including purchase orders and/or requests for funds.
• Track open purchase orders and unpaid invoices. Follow up weekly on outstanding purchase orders and any invoices without authorizations to pay.
• Determine if vendor is 1099 vendor, obtain form W-9 from vendor. Maintain vendor records and files.
• Review items ready to pay for appropriate payment approvals and supporting documentation. Code and enter charges into accounting software and schedule payment according to invoice due dates.
• Create weekly Payables report and review all invoices for accuracy including auto drafted items.
• Submit all bank draft ACH transactions for approval into the banking system and record in the accounting system as created.
• Update vendor records with payments and sync transactions after each Payables Report.
• Oversee credit card program. Communicate with cardholders to ensure proper and timely online receipt attachment, coding and approvals by reviewing each transaction. Sync transactions weekly into accounting software and ensure accuracy. Record payment of monthly credit card statement through ACH recording.
• Manage weekly budget reports to leadership, including Booster Club and Parent Teacher Fellowship (PTF) as needed.
• Generate various reporting worksheets to support the FBCA reporting function.
• Maintain Certificate of Insurance (COI) files and follow up monthly with FBCA personnel when COI expires. Update newly received COI’s on COI spreadsheet.
• Reconcile Accounts Payable monthly to the General Ledger.
• Prepare monthly journal entries as needed and prepare end of year adjusting entries for audit purposes.
• Maintain the postage machine and order check stock as needed for Operating, Development and Booster Club accounts.
• Collect and disburse Business Office mail from LS/MS/US Campuses.
• Maintain and order Business Office supply inventory.
• Assist with Business Office phones and security access to the building.
• Perform other responsibilities as assigned by the Chief Financial Officer.
• Prepare annual Form 1098 & 1099’s.
• Organize and maintain vendor files. Filing paid invoices weekly.

• Must be able to lift 10 – 15 pounds.
• Requires prolonged sitting or standing.
• Work in noisy and crowded environment.