Accounts Payable & Fixed Assets

NM School for the Deaf•Santa Fe, NM

4d•$20 - $32•Onsite

About The Position

The primary function of this position is to ensure that invoices are properly approved for payment and processed timely as well as implement a system of controls for the Fixed Assets of the New Mexico School for the Deaf. The Accounts Payable responsibilities include, but are not limited to, verifying accuracy of invoices, per diem requests, and other source documents prior to timely payment; Works closely with the Warehouse and Inventory Control Specialist, Accounts Receivable/Purchasing with transactions related to invoices and purchase orders; Manages NMSD Purchasing card programs for all purchases including fuel cards for the NMSD Fleet program. Additional functions of this position are to plan, coordinate, and implement a system of accounting, and reporting of the School’s fixed assets. The Fixed Asset responsibilities include, but are not limited to, recording the cost of newly acquired fixed assets (both tangible and intangible), tracking existing fixed assets, recording depreciation, and accounting for the disposition of fixed assets. Essential to this position is maintaining confidentiality of all employee information and records. It is anticipated and expected that all functions of this position will be performed in a positive and respectful manner, with a strong focus on advancing the mission and vision of New Mexico School for the Deaf. The duties and competencies listed are comprehensive yet not all inclusive of this position.

Requirements

Must possess at least a High School diploma or equivalent.
At least six (6) semester hours of college-level accounting classes preferred.
Three (3) years of progressive related experience required.
Commitment to Vision - Must be committed to NMSD’s Vision, Mission, and Beliefs
Language Skills - Ability to read, analyze, and interpret general periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports and correspondence. Ability to effectively present information and respond to questions from groups of managers, and the general public.
American Sign Language: Proficiency in or willingness to learn American Sign Language required.
Written Communication: Writes clearly and informatively; varies writing style to meet needs.
Organization - Must be organized and detail-oriented.
Analytical - collects and aggregates data for program maintenance and improvement.
Continuous Learning - Seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills.
Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.
Use of Technology - Adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity. Possesses a working knowledge of Microsoft Office and Outlook.
Mathematical Skills - Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
Reasoning Ability - Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to think independently, solve problems and work with the whole team.
Problem Solving - Gathers and analyzes information skillfully; develops alternative solutions; works in group problem solving situations.
Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone’s efforts to succeed.
Diversity - Shows respect and sensitivity for cultural differences; educates others on the value of diversity; builds a diverse workforce.
Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles.
Organizational Support - Follows policies and procedures; completes tasks correctly and on time; supports organization’s goals and values.
Adaptability - Manages competing demands.
Personal Appearance - Dresses appropriately for position; keeps self well groomed.
Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent.
Dependability - Follows instructions, responds to management direction; takes responsibility for own actions.
Initiative - Seeks increased responsibilities; asks for and offers help when needed.
Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality.
Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions.
Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to drive for long periods of time; stand; walk and sit. Unless otherwise stated in this job description, the employee must occasionally lift and/or move up to 30 pounds.

Nice To Haves

At least six (6) semester hours of college-level accounting classes preferred.

Responsibilities

Manages vendor profiles for external vendors doing business with NMSD. To include receiving W-9s, issuing NTTCs through NMTRD, and updating vendor profiles in the accounting software. Also includes reconciling vendor payments at calendar year end and processing 1099s in accordance with federal requirements.
Develops and implements a system of payment for tangible and intangible items received from external vendors that includes accuracy and timeliness of payments.
Coordinates with the Warehouse and Inventory Control Specialist to receive and process invoice packets for payment.
Files all accounts payable records in an efficient manner and makes all records available for internal and external audit as required or requested.
Responsible for receiving and verifying all NMSD Staff per diem requests for accuracy, to include verification of all supporting documentation and ensuring that preapproval of travel is in place, prior to processing for payment to individuals.
Manages purchase card program(s) to include card distribution and receiving / reconciling of receipts, including fuel card for NMSD Fleet.
Has knowledge of the Accounts Receivable/Purchase Order processes and is trained to provide support for Accounts Receivable and Purchase orders when needed.
Create and monitor a system of controls, procedures, and forms for the recording of fixed assets.
Tags items that have been identified as General Fixed Assets and updates electronic inventory system with additions / acquisitions / donations.
Works in tandem with various NMSD departments to identify items for disposal.
Coordinates disposal of assets according to State of NM rules and regulations.
Is responsible for preparing and presenting the list of assets for disposal to upper Management for final approval.
Updates electronic system of asset management with additions and deletions.
Coordinates and conducts the Physical Inventory of assets (at a minimum, one time per year)
Makes recommendations to Senior Management regarding updates to accounting policies related to fixed assets.
Works closely with other NMSD Departments to track project costs in comparison to their budgeted projections.
Works with external auditors as needed during the annual audit.
Prepares schedule of "Moveable Chattels" for review by the Board of Regents and presents the approved information to the school Auditor for review.
Track the compilation of project costs into fixed asset accounts and close out those accounts once the related projects have been completed.