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Accounts Payable Assistant

OFFICIAL TITLE: Accounts Payable Assistant CODE: 5436 SQ/OQ: Optimal Qualified
WORKING TITLE: Accounts Payable Assistant GRADE: 14 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, performs a variety of accounting tasks required to analyze, verify and reconcile accounting records in order to ensure effective, efficient and accurate financial operations for a large school organization. The work involves controlling the processing of invoices, purchase orders, receiving, expenses and fiscal reports for daily accounting operations. The unit processes large volumes of invoices, sensitive documents on a daily basis, answers inquiries received from a variety of communication vehicles such as phone, email, etc. requiring considerable work organization; Payables processing occurs within a paperless environment, requiring the mastery of the MCPS document management system and the Oracle ERP based Financial Management System (FMS) and the ability to function and manage workload conceptually and independently, without reference to standard paper-based processes. . Communicates with school staff to resolve delivery and payment issues to effect timely and accurate supplier payments. Reviews processed transactions, ensuring presence of all required supporting documentation and determining need for additional information in order to meet regulatory requirements. Analyze transactions to ensure compliance with General Accounting Principles and audit regulations.
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of the organization, functions and operations of Montgomery County Public Schools. Strong skills in bookkeeping and accounting procedures, purchasing & procurement procedures and financial accountability. Strong skills in operating advanced business and ERP/FMS systems. Must demonstrate knowledge of document management systems, specifically, the ability to update, correct and research indexed databases. Must demonstrate ability to operate ERP accounting systems, including data management, problem resolution, and information research. Strong communication skills both written and oral. Strong organizational skills to monitor, plan and implement quality controls to ensure accurate and timely completion of assigned tasks which is crucial to the operation of the school system. Ability to explain complex rules and procedures in terms understandable to non-technical customers, school staff, suppliers and the general public is required. Preference for prior experience working with Oracle ERP based accounting systems. Must demonstrate analytical and problem solving skills, attention to detail and high level of accuracy and ability to maintain confidentiality concerning financial records. Ability to exercise independent initiative to perform both original and recurring assignments. Must be able to make decisions in accordance with established procedures and practices, and exercise judgment in the absence of clear directives. Work requires the skilled use of computers and other standard office equipment. Requires excellent oral, written, and human relations skills.
EDUCATION, TRAINING, AND EXPERIENCE: High School or GED diploma required. Associates degree preferred. College level course work in business and commercial subjects preferred. Two years or more experience in performing accounts maintenance and related accounting work. Two years or more experience in finance, accounting and procurement. Experience applying generally accepted accounting practices and principles and working with a `procure to pay¿ process. Other combinations of applicable education, training, and experience, which provide the knowledge, abilities, and skills necessary to perform in the position, may be considered.
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) None
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Must be able to work long hours as demanded by workload, including attendance at meetings.


Performs the day to day processing of accounts payable transactions.

Receives and verifies invoices and requisitions for goods and services.

Analyzes transactions to ensure that general accounting practices are being followed.

Verifies general ledger account segment for accurate expenditure posting.

Verifies that transactions comply with financial policies and procedures.

Reviews payable accounts to ensure that information is properly recorded and the records contain appropriate authorization for payment.

Responds to phone call and walk-in inquiries from vendors, schools, and community.

Provides training and explanations to school staff on processes and procedures related to accounts payable and procure to pay processes.

Works with school staff to resolve issues related to delivery and payment of supplies and goods.

Works with employees to solve problems, resolve issues and answer questions related to reimbursements.

Reconciles and performs encumbrance and receiving adjustments.

Prepares and audits batches of invoices for data entry.

Prepares vendor checks for mailing. Prepare manual checks as and when required.

Verifies business structure and classification to create and maintain vendor files in accordance to government regulations.

Performs data entry/matching of invoices, check requests, recurring payments, and utilities.

Performs system interface process for various payments.

Collaborates with schools and other departments to resolve issues that prevent invoices from being processed.

Performs audit and data entry of all expense reports.

Collaborates with employees to resolve issues that prevent expense reports from being processed.

Maintains quality control to ensure that accounting transactions comply with financial policies and procedures.

Evaluates and audits expenditure posting for 1099 reporting.

Verifies and reconciles transactions for inventory, operating and capital grant accounts through the general ledger.

Indexes data from payment request, reviews and audits various types of documents within Fortis Document Management System for final payment process.

Researches, identifies and resolves discrepancies between payables, receivables, cash receipt and general ledger databases.

Analyzes and reviews vendors' statements for accuracy and checks credit balances; requests cash refunds on credit balances and resolves discrepancies.

Works with suppliers to resolve delivery, pricing and other supplier discrepancies, and follows-up on supplier agreements to correct discrepancies.

Collaborates with the Division of Procurement and the Office of Human Resources and Development, assures the timely and accurate processing of vendor and employee records.

Provides internal and external administrative support in order to ensure effective and efficient office operations.

Understands and applies the seven core competencies of the Supporting Services Professional Growth System (SSPGS) commitment to students, knowledge of job, professionalism, interpersonal, communication, organization, and problem solving.

Performs related duties consistent with the scope and intent of the position.

Class Established: 1/2010
Date(s) Revised: 2/1/2018
Last Reviewed: 2010

This description may be changed at any time.

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