Bend-La Pine Schools is committed to the principle of equity. Equity supersedes the notion of equality, where all are treated the same. Pursuing equity requires the removal of barriers and the promotion of inclusive practices so that all students fully benefit. The principle of equity will inform all BLS policies, regulations, programs, operations, practices, and resource allocations.
Studies have shown that some individuals (women and people of color, for example) are less likely to apply for jobs unless they believe they meet every single qualification in a job description. Our goal is to find the best candidate for the position, and we acknowledge that that candidate may be an individual from a less traditional background. We encourage you to apply, even if you don't believe you meet every one of our qualifications described. If you are unsure whether you meet the qualifications of a position, or how this would be determined, please feel free to contact Human Resources to discuss your application.
Position Title: ACCOUNTING TECHNICIAN - ACCOUNTS PAYABLE
Department: Finance Department
Reports To: Financial Services Manager
JOB DEFINITION:
Under minimal supervision and guidance, the Accounts Payable Technician is assigned the responsibility of maintaining and balancing a relatively complex set of records. The duties require frequent use of independent judgment and adherence to regularly prescribed procedures and methods. The Accounts Payable Technician must communicate effectively both orally and in writing with a wide variety of vendor representatives and District personnel at all levels. The use of adding machines, calculators, computers, and other business machines is required. The ability to handle large volumes of transactions, work within strict time constraints accurately, and work with constant interruptions is essential. The Accounts Payable Technician works under the supervision of the Financial Services Manager.
ESSENTIAL JOB FUNCTIONS:
Assures the accurate and timely preparation of documentation required to facilitate payment of the District's bills.
Review purchasing card transaction documentation to assure itemized receipts for purchases with correct account numbers and approval by authorized manager.
Download transactions from the purchasing card website and format the transactions in the download file so the file can be uploaded into the financial system.
Assist staff accountants with the input of journal and budget entries into the financial system.
Checks extension and addition on invoices.
Preforms three-way match, comparing the purchase order, invoice and receiving record to verify orders received and billed correctly and verifies for authorized signatures.
Searches for applicable discounts and unauthorized freight charges to save the District money.
Contacts vendors and District personnel to obtain the information and authorization to process the above documents.
Research issues and answer questions from vendors related to payment for purchases. Reconciles account balances with payments.
Assures accurate records by maintaining appropriate files on vendors, active purchase orders and invoices not paid or pending approval.
Assures payments will be made in a timely manner by managing the flow of source documents and entering data into the computer.
Facilitates check writing process.
Matches the financial accounting software report to the source documents, checking for accurate names, addresses, and dollar amounts.
Determines the recipient of the 1099 forms and accumulates this information for processing.
Assists district personnel in balancing their budgeted accounts.
Assist in the annual financial statement and budget document printing and compilation process.
Researches and documents discrepancies and passes the information to the Staff Accountant for posting to a journal entry form.
Fulfills other related duties as assigned.
Fulfills performance standards identified in the evaluation process as required by the position.
Fulfills working conditions and physical effort listed below.
WORKING CONDITIONS:
This employee works under tight, inflexible deadlines. Information and calculations must be recorded accurately under a working environment with constant interruptions. Employee must maintain a pleasant attitude with staff, public and business vendors. In addition, this employee must be able to lift/move materials, boxes and equipment weighing up to 30 pounds and/or maneuver up to 50 pounds.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge:
Methods, practices and terminology used in financial and statistical clerical work.
Modern office methods, practices and procedures.
Skills & Abilities:
Possess the physical ability to regularly attend work and fulfill the essential functions of the position with or without reasonable accommodation.
Computer technology and applications, applicable software and other equipment used in the workplace, as required by the position.
Communicate clearly and concisely, both orally and in writing, and communicate effectively with other employees, students, and the general public, using tact, courtesy and good judgment.
Plan and organize work to meet established deadlines; ability to multi-task.
Work independently and take initiative; work effectively in a team situation.
Establish and maintain effective working relationships with teachers, administrators, auditors, students, the public, and supervisor and work with them in a pleasant and courteous manner.
Accurately transfer, record and convey information, materials and money as required by the position.
Verbalize concepts and communicate effectively in person and over the telephone using a professional voice.
Establish and maintain accurate record keeping systems.
Make mathematical calculations accurately.
Write or print legibly.
Abide by confidentiality requirements.
Adhere to the district requirement for a drug-free workplace.
Learn and monitor accurate use of department budget account codes.
Maintain a high level of commitment to the completion of all tasks.
EDUCATION AND EXPERIENCE:
High school diploma and/or equivalent and two years of responsible accounting experience in keeping or reviewing financial or statistical records. Experience in accounts payable is required; some knowledge of a purchase order system is preferred. The position requires the application of general principles or techniques and training not normally received in a high school.
The position requires working knowledge of several technical procedures or work activity areas and ability to teach them to others. In-depth knowledge of work-related School District policies and practices is necessary. Job proficiency can be acquired in twelve to twenty-four months.
The statements herein reflect general details as necessary to describe the principle functions of the job, the level of knowledge and skills typically required and the scope of responsibility but should not be considered an all-inclusive listing of work and physical requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work or otherwise to balance the workload.