Specialist, Accounts Payable

Camden City Board of Education | Camden, NJ

  

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CountyCamden
Posted Date 10/14/2024
Description

In our District, we put students first. Our vision: all Camden students will attend a high-quality school where they are valued, challenged, and prepared for college and careers that positively impact their community and the world. High-quality schools have a great teacher in every classroom and are housed in safe, clean buildings equipped to meet the needs of 21st-century learners, with the support of an efficient and effective Central Office. All this is possible only with the right team members in place, collaborating with partners and the community to provide all students the academic, social, and emotional support needed to succeed in school and beyond. Read more here.

ROLE OVERVIEW
The Specialist, Payables (“Specialist”) provides financial services support for the District and completes general departmental office duties. The Specialist will process documents through the finance system to generate payments to vendors and record accounting information for the District (e.g., data entry for accounts payable, cash receipts, journal entries, budgets, etc.).

MINIMUM REQUIREMENTS

  • Bachelor’s degree from an accredited college or university in accounting, finance, or a related field (preferred but not required)
  • At least 2-3 years of previous work experience in an accounting, bookkeeping, or similar position, preferably working in settings that serve low-income students and communities.
  • Experience and familiarity with compiling and analyzing data to drive decision-making.
  • Requires intermediate to advanced understanding of the Microsoft Office suite, including computer fluency with word processing and spreadsheet software to support recordkeeping, Google Docs, and bookkeeping best practices.
  • Familiarity and experience with online accounting and bookkeeping software systems
  • A valid driver’s license as well as current insurance and a vehicle with valid registration
  • Required criminal history background check, physical, and proof of U.S. citizenship or legal resident alien status.
  • Experience with Systems 3000 or CSI Smarts accounting software (preferred but not required)
ROLE & RESPONSIBILITIES
Major responsibilities of the role include, but are not limited to:
  • Updates and maintains Accounts Payable data with accuracy, consistency, quality, and integrity.
  • Manages the accounts payable email, processing incoming requests and documentation promptly and efficiently.
  • Performs all aspects of the accounts payable function, including matching purchase orders to invoices, reviewing contracts, and regularly entering invoices into our accounting system according to departmental policies and procedures.
  • Ensures all proper documentation and approvals are received before preparing invoices for payment for all vendors including contracted vendors, and staff reimbursements.
  • Quality checks data regularly and maintains backup documentation in our accounting system and electronic files to ensure organization and accessibility.
  • Reviews monthly statements, seeks and applies prompt payment discounts, and avoids past due payment penalties.
  • Solves problems that arise with invoicing and processes, identifies solutions, and resolves errors and/or discrepancies promptly.
  • Maintains strong, productive working relationships with vendors and staff, providing outstanding customer service to all stakeholders.
  • Assists employees, vendors, and community members with general inquiries and refers questions to the appropriate person when necessary.
  • Researches and resolves any outstanding balances on accounts by communicating with all stakeholders through telephone, mail, email, or in-person communication.
  • Review vendor’s remit to address for payment and update information in the accounting system when necessary.
  • Compiles data reports and other analytical tools to support the Division of Finance and Operations in monitoring goals and making data-driven decisions that best serve the district’s schools and students.
  • Researches and recommends programs, policies, and procedures to improve the effectiveness and efficiency of the accounts payable function, including new software, internal controls, new electronic payment technologies, and customer service strategies.
  • Serves as a backup for the manager's monthly bill list and the electronic file for these transactions.
  • Assist with OPRA and auditor requests, and yearly 1099 process.
  • Assists, as needed, with end-of-month closing via journal entries and reconciliations.
  • Assists with cash flow forecasting projections for expected vendor payments.
  • Maintains a procedure manual of accounts payable tasks as a guide for backup assistance when necessary and codify strong systems and processes to support this work.
  • Performs various departmental tasks in support of Finance and Operations co-workers as workload and staffing levels dictate.
  • Supports projects and initiatives in other divisions and departments throughout CCSD as-needed basis.
  • Performs other duties as assigned by the Supervisor or Supervisor’s designee.
CORE COMPETENCIES
An ideal candidate for this role will demonstrate the following and/or have experiences with:
  • Strong oral and written communication skills
  • Comfort and experience with entering data into online systems, cleaning and improving the quality of existing data, and manipulating large, complex data sets into clear and easily understandable reports.
  • Creative and outside-of-the-box thinking.
  • Must be detail-oriented, with accurate data entry skills.
  • Strong interpersonal and teamwork skills
  • Flexible, optimistic approach; committed to overcoming challenges; comfortable with change and ambiguity.
  • Customer service focused.
  • Ability to work independently and manage multiple responsibilities simultaneously.
  • Desire to grow professionally and seek out new opportunities to gain experience.
  • Integrity and clarity in all communications and interactions
  • Commitment to the success of all Camden students; specifically, to raising the academic achievement of children in high-poverty communities.
  • Ability to thrive in a fast-paced and achievement-oriented environment.
  • Strong problem-solving skills
  • Fluency in all Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and basic Web browsers and searches
  • Willingness to go above and beyond to contribute to the success of a dynamic team committed to a new future for urban education.
  • Demonstrated ability to learn quickly and take initiative.
CORE VALUES
We are seeking individuals who will exemplify the district’s core values:

Respect and Humility
We serve our community by recognizing the strengths, experiences, and perspectives of others. We humbly recognize our own limitations and incorporate lessons we gain from our reflective practice.

Evidence-based
We use evidence to inform decisions and to ensure that we are accountable to our students and families.

Communication & Collaboration We communicate openly and work collaboratively, recognizing that getting to the best possible decisions requires input from others. Honest communications build trust and establish a community that assumes best intentions.

Solutions-oriented
With respect for the complexity of this work and the history that precedes us, we focus on persistence, resourcefulness, and inclusiveness to drive toward solutions.

REPORTS TO & EVALUATED BY
  • Program Manager of Accounts Payable or designee
SALARY, EMPLOYMENT PERIOD, AND UNION AFFILIATION

Salary Range:
Competitive based on qualifications and previous experience

Employment Period
Twelve-month, non-tenure position

Union Affiliation
Non-affiliated

(Pending availability of funds and Superintendent’s approval)

CAMDEN CITY SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER


County
Camden
Type of Job (PreK-12 or Higher Ed.)
PreK-12

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