Release Date: December 10, 2024
Application Deadline: December 24, 2024
Requisition: 11155
Current benefited staff of SMCPS who submit a timely application and meet the minimum qualifications for the position shall be granted an interview and shall be considered to fill the vacancy prior to external applicants being considered. Questions regarding your application and/or candidacy should be directed to the Department of Human Resources (hrd@smcps.org)
POSITION: Fiscal Records Specialist - Accounts Payable
REPORTS TO: Supervisor of Accounting and Auditing
LOCATION: Department of Fiscal Services
NATURE OF WORK:
Under the general direction of the Supervisor of Accounting and Auditing, provides business operational assistance to include maintaining accounting records, reviewing contractual payment obligations, prepare financial and statistical reports, and support the coordination of all school district expenditures and applicable financial reporting. Performs a variety of accounts payable tasks on behalf of schools and departments in compliance with established policies and regulations, in addition to ensuring annual Federal reporting requirements are met. Works independently and performs all duties under minimal supervision.
Salary: The salary for this position will be based on EASMC-ESP salary schedule for 12-month 7-hour employees Range 24 ($54,993 - $83,183).
ESSENTIAL FUNCTIONS:
- Ability to professionally relate to and collaborate with co-workers, students, and community members
- Ability to understand and maintain confidentiality
- Ability to use technology effectively to complete tasks
- Ability to report to work daily and on time
- Ability to organize, supervise, coordinate and establish priorities of tasks to be completed
- Ability to work independently in the absence of detailed instructions and to follow complex oral and/or written instructions
- Ability to communicate courteously and tactfully with staff, students, parents, and the community in a timely manner
- Ability to work under pressure
- Ability to flex working hours
- Possess knowledge of electronic document storage
- Possess knowledge of contracted temporary staff processing
- Possess knowledge of school system clerical processes
- Ability to do light lifting for purposes of filing and related duties
- Possess excellent time management skills and the ability to take initiative and make decisions within assigned responsibility in a challenging, fast-paced professional environment and be flexible in work responsibilities and hours
- Possess knowledge of the programs, policies, and procedures of the St. Mary’s County Public School System
- Possess knowledge of the Federal Internal Revenue Service 1099 compilation and reporting requirements
- Ability to prepare reports and/or analysis required by auditors in the area of accounts payable
- Willingness and capability to work beyond the normal workday as needed to meet deadlines and attend or participate in occasional meetings
- Light lifting for purposes of filing and related duties
- Ability to perform other duties, including a multitude of internal fiscal, policy, and procedural review special projects as assigned
DUTIES AND RESPONSIBILITIES:
- Receives invoices from vendors and review to determine distribution to applicable school or department for appropriate approval
- Maintains detailed tracking log of invoices received and monitor outstanding invoices for payment
- Conducts cost analysis of purchases
- Analyzes invoices for conformance with the issued purchase orders and contractual obligations
- Reviews expense reimbursement reports for appropriate documentation prior to payment
- Reviews invoices for conformity with Board purchasing policy and regulations
- Assists in streamlining and improving the accounts payable process to enhance the efficiency of the high-volume accounts payable function
- Prepares payment batches accurately and timely, handling high volumes effectively
- Prepares and distributes o Accounts Payable (A/P) checks and Automated Clearing House (ACH) payments
- Verifies vendor accounts by reconciling monthly statements and related transactions
- Charges expenses to accounts and applicable school or department by analyzing invoice/expense reports
- Ensures the accuracy and complete documentation of the school districts organization’s financial documents for payment and audit purposes
- Prioritizes invoice payment processing in order to take advantage of cash discounts, to avoid interest and/or penalties, and to adhere to agreed-upon payment terms/plans
- Corresponds with vendors and responds to payment status inquiries. Researches aged invoices received from vendor and reviews vendor history in accounts payable system to see if previously paid and if not paid, then forwards those invoices to appropriate department manager for review and approval
- Retrieves field trip invoices from Versa trans, organize and submit to appropriate school/department for approval and account verification
- Tracks all trips in Excel and sends out payment reminders to schools to repay SMCPS for field trips sponsored by the SAF
- Ensures postage machine always has available funds. Tracks the postage machine to make sure appropriate funds are sufficient on the Purchase Order to allow us to add funds to the postage machine as needed
- Performs the 1099 year-end filing, ensuring Federal reporting compliance and mails to individuals
- Researches discrepancies received from the IRS regarding 1099 payments; reports findings to the IRS
- Voids and replaces checks or vouchers as needed after researching each to determine reason for return or not cashed, performing a re-issue once all information has been verified
- Tracks and manages outstanding accounts payable checks to support the bank reconciliation and works to clear them timely
- Creates, manages, and troubleshoots accounts payable import templates in eFinance to support process efficiencies in Blueprint financial reporting requirements by school
- Creates and maintains a real-time Accounts Payable Aging Report for the Department of Maintenance, maintaining the spreadsheet daily to ensure timely payment of invoices
- Maintains accurate and organized records of accounts payable transactions.
- Communicates effectively with vendors, suppliers, and internal stakeholders
- Researches payments for proper coding
- Develops and maintains Standard Operating Procedures (SOPs) for accounts payable
- Supports the management of the eFinance accounts payable software
- Scans, imports, and indexes documents into Docstar program.
- Facilitates training sessions with current staff on Accounts Payable functions
- Verifies correct account coding for prior to invoice payment
- Assists with phone coverage for the department
- Provides support in the monitoring of purchase order status
- Works with the Administrative Assistant in collecting and distributing mail for the department
- Greets guests and assists with providing directions to visitors
- Assists accounting staff with the compilation of audit documentation;
- Participates in seminars or other in-service activities to enhance knowledge of laws, policies, regulations, and provides practices for fiscal compliance and general school operations
- Performs other related and non-related job duties as assigned
QUALIFICATIONS:
Required
- Associate degree
- Three (3) years of professional accounting or bookkeeping experience
- Thorough working knowledge of office equipment, and technology, including demonstrated intermediate knowledge of Microsoft Excel, Word, PowerPoint, and Google Applications.
- Pursuant to the Federal Fair Credit Reporting Act and the Maryland Department of Labor and Licensing, a credit report or credit history for purpose of consideration of employment with Mary’s County Public Schools will be required in this fiduciary position.
Preferred:
- Associate degree in accounting or business
- Knowledge of e-finance software
TERM OF EMPLOYMENT:
Full-time twelve-month position.
SALARY GRADE RANGE:
The salary for this position will be based on EASMC-ESP salary schedule for twelve-month seven- hour employees – Range 24.
BARGAINING UNIT ELIGIBILITY: EASMC-ESP
Updates 11/27/24