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Accounts Payable Technician

Job Posted 1/24/2025
Stokes County School District
Danbury, NC 27016
United States
Category Accounting
Full-Time
Job Description
Stokes County Schools

Accounts Payable Technician

Nature of Work

Under general supervision, an employee in this class performs technical bookkeeping and fiscal-clerical work in the Finance Department. An employee will need to be detail-oriented and impose a strong drive for accuracy upon themselves. The employee must have a keen awareness of their assigned duties and time management to ensure those duties are completed on time. The employee must exercise considerable tact and courtesy in dealing with the public and employees on a daily basis.

Duties and Responsibilities

Audits invoices and travel reimbursement vouchers, assigning vendor numbers to invoices and batching invoices for processing. Along with Finance Officer, ensures the pre-audit function is met prior to making payment.

Contacts and confers with vendors and/or school personnel as necessary to resolve discrepancies in purchase orders, vendor invoices, and associated records.

Employee is responsible for ensuring proper and timely payment on vendor accounts, direct pays from school to school, payroll batch deductions and various contracted services, and for preparation of associated accounting reports.

Weekly batches of employee reimbursements are processed via ACH. A weekly .txt file is generated to be uploaded into our online banking system. Along with Finance Officer, ensures sufficient funds are transferred into the account to cover direct deposit payment of reimbursable expenditures to employees.

Weekly batches of vendor payments. This employee ensures checks are mailed on a weekly basis.

Attaches copies of checks to corresponding purchase order details and invoices in preparation for filing.

Maintains file of outstanding purchase orders, invoices, and receiving documentation.

Vendor setup for vendors being introduced to our system. This requires ensuring a valid W9 is received from the vendor and inputting information into LINQ financial software. Contact information, address, HUB status, etc.

Monthly sales tax reporting to the NC Department of Revenue.

Downloads and distributes cash zero out, and monthly cash certification.

Answers telephone and greets visitors, receiving and responding to inquiries or referring callers to proper officials, records, and relays messages, as necessary.

Distributes mail for the finance department.

The Central Office Clerical staff follows a schedule to ensure the full-time receptionist is given a lunch.

Attend NC Association of School Business Officials (NCASBO) courses as needed/required.

Performs other related work as required.

Minimum Training and Experience

High school diploma supplemented by secretarial or business courses with an associate's degree preferred. 1 to 2 years of experience in office administration, technical accounting, or bookkeeping work; or any equivalent combination of training and experience which provides the combination of knowledge, skills, and abilities.

Essential Job Functions

Must be physically able to operate a variety of automated office machines including computers, calculators, printers, copiers, etc. Must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

Requires the ability to arrive promptly at the prescribed starting time and provide consistent attendance.

Requires ability to adapt to technology. The ability to type accurately at a moderate rate is a must. The ability to research topics on the internet is regularly needed. An ability to use features within Microsoft Excel to extract and mine data is needed. The ability to sort, filter, and use formulas within Excel is expected.

Requires the ability to use the telephone and email as daily forms of communication. Requires the ability to communicate to individuals and to groups of individuals. Public speaking will not be the everyday norm but it will be needed at times.

Requires the ability to read and prepare a variety of correspondence, reports, forms, statements, invoices, purchase orders, accounting journals, etc.

Requires the ability to apply principles of accounting to define problems, collect data, establish facts, and draw valid conclusions. Also requires the ability to respond to questions based on considerable knowledge of these principles.

Requires the ability to deliver information, explain procedures, and follow oral and written instructions so sharing of knowledge can occur. Ability to cross-train within the department to increase flexibility of the team is needed. Must communicate effectively in a variety of technical or professional languages including accounting, and government terminology.

Requires the ability to deal with people in a professional manner beyond giving and receiving instructions. A positive experience with co-workers, customers, and the public is the expectation. Must be adaptable to performing under stress or in emergency situations.

Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics of data, people, or things.

Requires the willingness to assist within the department when situations arise. Also, a willingness to take on new assignments, or try new ways of working in order to create greater efficiency.

Requires strong organizational skills to allow for maintaining complete and accurate records and complex files.

Requires a general knowledge of state, local, and school system fiscal regulations, policies, and procedures.

Requires the ability to stay current on ever-changing duties/reporting requirements.

Requires the ability to work independently or in groups of people with little guidance.

Requires the ability to maintain confidential information.

Reports to: Finance Officer

FSLA Status: Non-Exempt

Disclaimer: The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees in this job.

Updated: January 7, 2025