Executive Administrative Assistant - Payables Specialist
Central Bucks School District, South Williamsport, PA, United States
Executive Administrative Assistant - Payables Specialist
Location: Administration Center Available: ASAP Compensation: $25.64 p/hour Salary and benefits as described in the CBESPA Bargaining Agreement. Hours: Full-time/12-month (Exact hours TBD)
A Payables Specialist, also known as an Accounts Payable Specialist, is responsible for handling all aspects of the payment cycle, including invoice processing, vendor management, expense tracking, and ensuring timely and accurate payments to suppliers and service providers. The Payables Specialist plays a crucial role in maintaining financial records and ensuring compliance with company policies and accounting standards.
Essential Duties and Responsibilities:
Invoice Processing: Receive and review invoices from vendors and suppliers. Verify accuracy, match invoices with purchase orders or contracts, and resolve any discrepancies. Code and enter invoices into the accounting system for processing. Ensure proper approval and authorization of invoices before payment.
Payment Processing: Prepare and process payments to vendors and service providers. Coordinate with internal stakeholders to obtain necessary approvals for payment. Ensure payments are made in a timely manner while adhering to payment terms and company policies. Maintain accurate payment records and reconcile payments with vendor statements.
Vendor Management: Maintain a comprehensive vendor database, including contact information and payment terms. Establish and maintain positive relationships with vendors and address any payment-related queries or issues. Assist in vendor onboarding and ensure compliance with vendor management policies.
Expense Tracking and Reporting: Track and reconcile employee expense reports. Review expense claims for accuracy and compliance with company policies. Prepare periodic reports on payables, outstanding invoices, and payment status. Assist in month-end and year-end closing activities.
Assist with Credit Card Tracking and Reporting: Track and reconcile employee purchase card billings. Review P-Cards accuracy and compliance with company policies. Prepare periodic reports on pcards, outstanding invoices, and payment status. Assist in month-end and year-end closing activities.
Process Improvement: Identify opportunities to streamline the accounts payable process and improve efficiency. Collaborate with cross-functional teams to implement process enhancements and automation. Stay updated with industry best practices and changes in accounting regulations related to payables.
All CBSD employees are expected to be familiar with School Board policies, including but not limited to those policies referenced in the Employee Handbook. Refer to BoardDocs at: https://go.boarddocs.com/pa/cbuc/Board.nsf/.
All CBSD employees are Mandated Reporters under the terms of the PA Child Protective Services Law (CPSL), Section 6311. Employees are responsible for reviewing information at: Report Child Abuse or Neglect as a Mandated Reporter | Commonwealth of Pennsylvania.
All CBSD employees are responsible for routinely checking their district email daily, M-F. Email is the district's standard method of communication and reviewing your CBSD.org email account consistently is an expectation of employment.
All other duties as assigned.
Requirements: Education/Experience: To successfully perform this position, a person must be able to perform each principal duty satisfactorily. The qualification requirements listed below represent minimum levels of educational achievement, training, skill and/or ability necessary. Education - Associates degree in accounting, finance, or a related field is preferred or equivalent work experience. Proven experience as an accounts payable specialist or in a similar role. Strong understanding of accounts payable principles and practices. Proficiency in using accounting software and MS Office applications, particularly Excel. Attention to detail and accuracy in data entry and payment processing. Excellent organizational and time management skills to handle multiple tasks and meet deadlines. Strong communication skills to effectively interact with vendors and internal stakeholders. Knowledge of relevant accounting standards and regulations. Ability to work independently and as part of a team.
Knowledge, Skills, Abilities: Ability to work as a team member. Must be courteous and able to deal effectively with people. Must be cooperative and able to work in an environment with frequent interruptions. Ability to follow written and verbal directions. Ability to complete assigned tasks with minimal supervision. Ability to exercise good judgment in prioritizing tasks. Must meet deadlines with severe time constraints. Able to communicate effectively.
Procedure: Apply through the CBSD Employment Portal. Open until filled. Interested CBSD employees should apply through the INTERNAL JOB POSTINGS link on the CBSD INTRANET under Staff. All employment is provisional for 90 days as required by ACT 168 of 2014, enacted December 22, 2014. IF YOU ARE A NEW HIRE WITH CBSD, you must complete the ACT 168 INQUIRY FORM which is included in the New Hire Checklist. See details and instructions on the Inquiry Form.
Location: Administration Center Available: ASAP Compensation: $25.64 p/hour Salary and benefits as described in the CBESPA Bargaining Agreement. Hours: Full-time/12-month (Exact hours TBD)
A Payables Specialist, also known as an Accounts Payable Specialist, is responsible for handling all aspects of the payment cycle, including invoice processing, vendor management, expense tracking, and ensuring timely and accurate payments to suppliers and service providers. The Payables Specialist plays a crucial role in maintaining financial records and ensuring compliance with company policies and accounting standards.
Essential Duties and Responsibilities:
Invoice Processing: Receive and review invoices from vendors and suppliers. Verify accuracy, match invoices with purchase orders or contracts, and resolve any discrepancies. Code and enter invoices into the accounting system for processing. Ensure proper approval and authorization of invoices before payment.
Payment Processing: Prepare and process payments to vendors and service providers. Coordinate with internal stakeholders to obtain necessary approvals for payment. Ensure payments are made in a timely manner while adhering to payment terms and company policies. Maintain accurate payment records and reconcile payments with vendor statements.
Vendor Management: Maintain a comprehensive vendor database, including contact information and payment terms. Establish and maintain positive relationships with vendors and address any payment-related queries or issues. Assist in vendor onboarding and ensure compliance with vendor management policies.
Expense Tracking and Reporting: Track and reconcile employee expense reports. Review expense claims for accuracy and compliance with company policies. Prepare periodic reports on payables, outstanding invoices, and payment status. Assist in month-end and year-end closing activities.
Assist with Credit Card Tracking and Reporting: Track and reconcile employee purchase card billings. Review P-Cards accuracy and compliance with company policies. Prepare periodic reports on pcards, outstanding invoices, and payment status. Assist in month-end and year-end closing activities.
Process Improvement: Identify opportunities to streamline the accounts payable process and improve efficiency. Collaborate with cross-functional teams to implement process enhancements and automation. Stay updated with industry best practices and changes in accounting regulations related to payables.
All CBSD employees are expected to be familiar with School Board policies, including but not limited to those policies referenced in the Employee Handbook. Refer to BoardDocs at: https://go.boarddocs.com/pa/cbuc/Board.nsf/.
All CBSD employees are Mandated Reporters under the terms of the PA Child Protective Services Law (CPSL), Section 6311. Employees are responsible for reviewing information at: Report Child Abuse or Neglect as a Mandated Reporter | Commonwealth of Pennsylvania.
All CBSD employees are responsible for routinely checking their district email daily, M-F. Email is the district's standard method of communication and reviewing your CBSD.org email account consistently is an expectation of employment.
All other duties as assigned.
Requirements: Education/Experience: To successfully perform this position, a person must be able to perform each principal duty satisfactorily. The qualification requirements listed below represent minimum levels of educational achievement, training, skill and/or ability necessary. Education - Associates degree in accounting, finance, or a related field is preferred or equivalent work experience. Proven experience as an accounts payable specialist or in a similar role. Strong understanding of accounts payable principles and practices. Proficiency in using accounting software and MS Office applications, particularly Excel. Attention to detail and accuracy in data entry and payment processing. Excellent organizational and time management skills to handle multiple tasks and meet deadlines. Strong communication skills to effectively interact with vendors and internal stakeholders. Knowledge of relevant accounting standards and regulations. Ability to work independently and as part of a team.
Knowledge, Skills, Abilities: Ability to work as a team member. Must be courteous and able to deal effectively with people. Must be cooperative and able to work in an environment with frequent interruptions. Ability to follow written and verbal directions. Ability to complete assigned tasks with minimal supervision. Ability to exercise good judgment in prioritizing tasks. Must meet deadlines with severe time constraints. Able to communicate effectively.
Procedure: Apply through the CBSD Employment Portal. Open until filled. Interested CBSD employees should apply through the INTERNAL JOB POSTINGS link on the CBSD INTRANET under Staff. All employment is provisional for 90 days as required by ACT 168 of 2014, enacted December 22, 2014. IF YOU ARE A NEW HIRE WITH CBSD, you must complete the ACT 168 INQUIRY FORM which is included in the New Hire Checklist. See details and instructions on the Inquiry Form.