Accounts Payable Specialist

OUR MISSION: MID-WILLAMETTE VALLEY COMMUNITY ACTION AGENCY INVESTS IN PEOPLE

AND THEIR FUTURES TO REDUCE THE IMPACTS OF POVERTY.

The Accounts Payable (A/P) Specialist is responsible for assuring that expenses, revenues and receivables are coded to the correct grant and line-item budget(s), performing coding and data entry tasks for A/P, issuing and tracking purchase orders, utilizing approved vendor lists, and processing bills for payment.

MINIMUM QUALIFICATIONS

The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

• Associate's Degree in Accounting, Business or related field.
• Two years related experience and/or training or education in accounting related field.
• An equivalent combination of education and experience may be considered

CERTIFICATES, LICENSES, REGISTRATIONS 

• Driver qualification status is not required for this position.
• Candidate must pass a comprehensive MWVCAA background screening prior to employment.
• Successful registration with the Office of Child Care Central Background Registry.
• Candidate must pass pre-employment and random drug/alcohol screenings.

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrates ability to perform basic accounting functions.
• Utilizes effective communication skills with individuals and small and large groups.
• Organizes, prioritizes, and applies logic in approach to work, effective time management, managing multiple priorities and planning and meeting deadlines.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This job description is not intended to be all-inclusive. Employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

• Verifies validity of invoices against purchase orders. Researches and follows up discrepancies.
• Reviews all agency invoices, assuring all funding guidelines and fiscal procedures were followed.
• Verifies invoices and statement totals marking each verification to show the verification was done and is correct.
• Verifies that correct grant and budget codes are used for each expenditure/invoice.
• Develops and utilizes a system to track invoices returned to programs and resolve any problems.
• Prepares invoices for payment including verification that the invoice has not already been paid, applying account coding, attaching all appropriate backup documentation. Accurately inputs invoice information into the accounts payable database program.
• Attaches check stubs to the invoices and supporting documents and files them in vendor order, checking to make certain there are no duplicate payments.
• Runs various accounts payable reports.
• Verifies there are no missing check numbers in the printed check register.
• Monitors vendor list and ensures there are no duplicate vendors listed.
• Reviews each bill posted to the vendor list to ensure there are no duplicate payments to a payee.
• Raises issues to resolve with program directors or program managers.
• Provide checks to Admin Reception for pick up by program personnel or vendors; provide contact information and any specific instructions.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

PHYSICAL AND MENTAL DEMANDS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

• Specific vision abilities required by this job include close vision and ability to adjust focus.
• Occasionally lift up to 25 pounds.
• Manual dexterity for handling office equipment.
• Able to remain calm during situations where staff or clients may be escalated.
• Able to mitigate stress associated with a busy office and regular deadlines.

WORK ENVIRONMENT

• Indoor, office work environment with frequent interruptions and demands.
• Working with coworkers/clients over the phone and in-person.
• Occasional noise and distractions in workspaces.
• Occasional remote work.

MWVCAA is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender expression, age, veterans, and people with disabilities or any other protected category. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process, or reasonable accommodations to perform the essential duties of the position, please notify a member of our team at (503) 585-6232.