St. Petersburg College

POSITION DESCRIPTION

POSITION TITLE: Accounts Payable Specialist

DEPARTMENT: Various             SITE: Various

SALARY SCHEDULE: Career GRADE:3

BASIC FUNCTION:

Performs responsible and difficult work in the processing of College payments.

RESPONSIBILITIES:

v Communicate expeditiously and effectively regarding the operations and services of the department

v Perform reconciliation of purchasing card usage, Vendor charges and payments, encumbrances and encumbrance reversals

v Performs reconciliation and process logs and other documentation relating to College travel and utilities consumption

v Work closely with Purchasing, Site receiving, and Budgets to problem-solve and prevent late payments 

v Work with vendors, departments, Site Receiving, and transportation companies to resolve shipping discrepancies

v Maintain travel records of College staff utilizing computerized spreadsheets and computerized databases

v Monitor compliance with College rules and Procedures regarding spending authorization

v Prepare journal entries reallocating expenses

v Maintain records and reports regarding specific vendors and/or specific purchases

v Perform research and special projects required for appropriate vendor/College relations

v Prepare correspondence, letters and related materials for the Supervisor, the College's departments and the vendors

v Open, review, distribute and process a heavy volume of incoming mail

v Maintain files and records pertaining to the department

v Package payrolls for distribution to sites

v Perform a variety of specialized tasks relating to the services provided by the department

v Efficiently operate computers, calculators and other office equipment

v Perform data input accurately at a prescribed rate of speed

v Keyboard reports and other statistical information

v participate in group and individualized training of new personnel

v May direct the work of OPS personnel, volunteers and/or student assistants

v Performs related duties as required.

EDUCATION REQUIREMENTS:

Graduation from an accredited high school or possession of an acceptable equivalency diploma, supplemented by college level courses, preferably in Accounting. Associates degree preferred. Three years of responsible experience in accounting/bookkeeping or an equivalent combination of education and/or experience.

EXPERIENCE REQUIREMENTS:

Three(3) years of responsible experience in accounting/bookkeeping or an equivalent combination of education and/or experience. Working knowledge of a variety of computer hardware and software applications required.

KNOWLEDGE/ABILITIES/SKILL REQUIREMENTS:

Knowledge of or the ability to gain knowledge of the rules and procedures of the unit to which assigned. Knowledge of sentence structure and of word usage. Skill in Accounts Payable practices and procedures. Knowledge of basic mathematics. Knowledge of variety of computer hardware and software applications. Ability to establish and maintain complex data by using computer generated data. Ability to establish and maintain good relationships with students, the public, faculty and staff. Ability to relate to students and provide the specialized information required of the position. Ability to operate a personal computer and routine office equipment. Ability to keyboard at a prescribed rate of speed and accuracy. Ability to take and transcribe dictation, if the particular position requires this skill. Communications skills. Office management skills.

Revised: 9/18/06