Accts Payable Office Coord

Bid

This vacancy is being posted internally and externally concurrently. Qualified internal bidders will have first rights over external applicants

Job Definition

Performs various accounts payable related duties including but not limited to; end-to-end invoice processing including receipt, tracking, tax assessment, entry and recalculation to ensure final disbursement of funds are complete and accurate; payment proposal preparation; internal and external accounts payable related customer service; vendor onboarding; change management and statement reconciliation and sufficient maintenance of accounts payable data to provide accurate, complete and timely 1099's to the IRS.  

Distinguishing Characteristics

The Accounts Payable Office Coordinator is distinguished from an Office Coordinator position in that it requires knowledge/skills in varying accounts payable duties, including advanced knowledge of IRS, RCW and FERC compliance requirements.  This position will have proven an advanced application level within the District's ERP system(s) as it related to the accounts payable cycle/P2P business processes.  This position requires the incumbent to perform the duties of other Office Coordinator positions as required.  This is a bid position with the successful candidate selected based on demonstrated knowledge and skills through testing and a collaborative interview process.  

Essential Job Functions

1. Timely receipt, tracking, tax jurisdiction verification, recalculation, reconciliation and entry of District invoices, ensuring an audit and 3-way corroboration that final processing of goods and service invoices are complete and accurate; receipt and entry of manual invoice requests requiring a 2-way match.  
2. Analysis, testing and correction of AP data within the District ERP system(s), allowing for accurate reporting to regulatory bodies such as the IRS, SAO, DOR and others as required. Provides support with internal reporting, such as the Commission packet.  
3. Track invoice status, sending reminders and escalating delays as needed to ensure timely payment. 
4. Daily preparation of ACH, Wire and Warrant payment proposals for review and submittal. 
5. Liaise with vendors, maintaining positive working relationships as it relates to data and form collection, invoice questions, change of address requests, etc.  Receives and directs vendor calls and emails, responds to vendor inquires as appropriate, provides research and is a point of contact for vendors.  Forwards vendor packets for review and entry to Accountant.  
6. Provides customer services (both internal and external) support for team; receives and directs incoming inquires as appropriate, researches and responds to inquires regarding payment status, processing and other inquires as needed. 
7. Performs vendor account reconciliations as needed via vendor statements and the GR/IR report. 
8. When necessary, ensure invoice coding to the General Ledger - Work Order/Internal Order are reasonable.  Research, track and manage corrections as needed.  
9. Assists in the development and ensures the maintenance and execution of the District's Accounts Payable record retention processes for manual records, in agreement with department and District policy. 
10. Prepares annual 1099's. 

Specialized Job Functions

Other Job Functions

1. Provides back-up coverage for other AP Office Coordinators. 
2. Provides technical assistance to others on various office procedures and computer related items upon request. 
3. Participates on various committees.
4. Performs other duties as assigned.  

Minimum Qualifications

Experience/Education

• High School diploma or equivalent AND
• Two (2) years of progressively more responsible accounts payable experience

OR

• Bachelor's degree in Accounting, Finance, Business or related field

• Successful completion of required testing listed below.

License/Certification

Preferred Qualifications

• Associate's of Technical Arts Degree in Accounting, Finance, Business or related field
• Bachelor's degree in Accounting, Finance, Business or related field

Working Conditions