AP Specialist

Primary Role and Purpose:

Compiles and maintains accounts payable records. Provides support to the finance department. Responsible for processing the accounts payable transactions of the business office of multiple campuses of Beta Academy in line with the FASRG guidance, local guidelines, Texas Education Association (TEA), and Federal regulations.

Responsibilities and Duties:

Ongoing Processes

Follow all Beta Academy policies and procedures for all types of back-office processing (examples: accounts payable, communication with campuses/departments, deadlines, etc.)

Ensure timeliness of all schedules: internal, campus imposed, and regulated by State or other agencies.

Maintain financial documentation to be always audit ready and accessible.

Prepare required financial reports as needed and on scheduled basis.

Actively contribute to the improvement of our internal systems and processes.

Assist department with administrative duties necessary for the efficient and timely completion of projects or scheduled work.

• Assists Finance Manager with answering vendor inquiries.
• Maintains all accounts payable reports, spreadsheets, and corporate accounts payable files in shared drive.
• Assists in monthly closings as needed.
  
  

Accounts payable

Review back-up and coding for appropriate coding/support, approval, process/issue with appropriate signatures and deliver payments as scheduled.

Enters transactions in the AIS and ensures all items are properly approved prior to entry.

Assists Finance Manager in processing checks for payments.

Assists Finance Manager in processing payments via electronic purchase order and manual check/electronic ACH upload.

Assists Finance Manager in processing and maintaining W9s and other vendor required documentation.

Accounts Receivable

Assists Finance Manager in reviewing back-up and coding for appropriate coding/support for all deposits received by the campuses.

Assists Finance Manager in preparing deposits for bank drop off.

Pick up deposits at campus locations if necessary.

Assists Finance Manager in preparing invoices as needed by the campuses in the AIS.

Send electronic invoices to employees for items owed by employees for sales tax and other amounts due to the district.

Payroll

Learn new HRIS system and assist with payroll processing as needed.

Monthly

Review general ledger for any over budgets and prepare budget adjustment recommendations.

Send out & receive required time & effort documentation from each campus.

Open new accounting period once month is closed for purchasing.

Review the Open Purchase Order list and liquidate as needed.

Annual Processing

Assist Finance Manager in preparing the annual 1099/1096 reporting (electronically).

Budget Processing

Assist in entering the company’s budget in the AIS.

Adhere to the budget when processing accounts payable transactions.

Perform approved budget amendments.

Fiscal Year End

Assist in gathering items for the audit.

Post or prepare ledger, budget, and post appropriate adjustments & reports if needed.

Maintain general ledger

Post and/or prepare requested journal entries when applicable (budget amendments, reclassifications).

General Duties

Other Duties Upon Assignment And As Required.

Supervisory Responsibility:

None

Job Related Conditions:

Extended computer time

Moderate lifting, 15-40 lbs.

Repetitive 10-key

Qualifications:

Education: High school diploma or equivalent

Bachelor’s degree in business related area preferred

Skills:

Strong communication and interpersonal skills

Confidentiality is critical and employee must be able to maintain confidential information

Service orientated – actively looking for ways to help people

Adaptable to changing work duties and responsibilities

Capable of using a personal computer to design and maintain accurate spreadsheets, databases, presentations and complete word processing

Experience:

One Year Experience With Accounts Payable, Required

Three – five (3-5) years’ experience with accounts payable, preferred