Accounts Payable Specialist

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Job Details

Title Accounts Payable Specialist
Campus: Ontario, California
Department: Business Services
Reports to: Director of Finance
Exempt No
Position Status: Regular Full-time
Effective: March 2019
Position Summary: The Accounts Payable Specialist is responsible to provide timely posting and payments of vendor/supplier invoices and reports to management and prepares all information ensuring timely and correct data input.
Essential Duties & Responsibilities: The following duties are considered essential to the job. With or without reasonable accommodation, qualified individuals must have the ability to:
  • Ensure that all accounts payable documents are ready for payment; Distribute invoices to departments for proper approval; Match backup documentation to invoices and expense reports; Validate accounting codes assigned to an expense.
  • Provide accounts payable support in the accounting function by entering invoices into accounting software system; Process accounts payable checks weekly, monthly and as required; Maintain the check log and secures checks from unauthorized use.
  • Provide reporting support by preparing Independent Contractors Reports and monthly filings with EDD on new Independent Contractors; Prepare and verify year-end 1099’s and prepare filing to the Internal Revenue Service.
  • Maintain vendor relationships; Collect and maintain W-9 Forms; Interface with departments and vendors on invoice payment status; Contact vendors to clarify charges and resolve disputes.
  • Perform various support responsibilities within the Accounts Payable function which includes: managing the fixed asset acquisition process including asset tag generation and assignment, maintain files of current year payable and tax documents and oversee their retention according to the required schedule, maintain current documentation of processes.
  • Perform additional duties as required by management (i.e., liaison with Seminary employees to improve overall efficiency).
  • Performs additional duties as required by management.
Core Values Gateway Seminary is a confessional institution owned by the Southern Baptist Convention. While the seminary serves the larger evangelical Christian community, employees must embrace the values and standards the seminary represents as it fulfills its mission of shaping Christian leaders. Employees are expected to abide by the Baptist Faith and Message 2000, as well as our bylaws, and be an active member in their local church.
Competencies To perform the job successfully, an individual should demonstrate the following competencies:

Service: Manages difficult or emotional situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Interpersonal Skills: Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Technical Skills: Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Oral Communication: Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.

Written Communication: Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Teamwork: Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed; Promotes atmosphere of constant improvement.

Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Works well in group problem-solving situations.

Analytical: Collects and researches data.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative to the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: 3+ years related experience within Accounts Payable or Accounting.

Language Skills: English required. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; Ability to write reports, business correspondence and procedure documents; Ability to effectively present information and respond to questions from groups.

Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume; Ability to apply concepts of basic algebra and geometry.

Reasoning Ability: Ability to apply strong common sense understanding to carry out instructions furnished in written, oral or diagram form; Ability to deal with problems involving several concrete variables in standardized situations.

Software: Microsoft Office, Internet, Accounting systems, use of 10 key by touch.

Other Skills and Abilities: Working knowledge of common accounting practices, principles and financial reporting; Must be organized and possess excellent communication skills; Knowledge of reports prepared: aged payables, check register, invoice receipt register, un-invoiced receipt report, document removal register, register history report, period expense distribution, and period disbursement distribution.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions. While performing the duties of this job the employee is required to regularly talk and hear. The employee is frequently required to sit, use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet, though moderate noise can occur at meetings and social events. It is a well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation. I acknowledge receipt of a copy of this job description. I have read and fully understand it and agree to accomplish the above duties to the best of my abilities without accommodation.


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