Accounts Payable Specialist-Durham

State of North Carolina•Durham, NC

42d•Hybrid

About The Position

North Carolina School of Science and Mathematics (NCSSM) is a world-class public high school with statewide reach empowering academically talented students from every corner of the state to design their own future. We offer our Residential high school program in Durham and Morganton for juniors and seniors, our Online supplementary honors program, and individual virtual daytime Connect courses in partnership with local high schools, all tuition free. Our wide array of summer offerings for rising fifth- through 12th-graders includes free opportunities for in-state students alongside paid options for students from anywhere in the world. Specializing in science, technology, engineering, and math and embracing the fine arts and humanities, NCSSM has become the model for 18 such specialized schools around the globe since its founding in 1980. This position is permanent, 12-month, SHRA, FLSA Non-exempt, 1.0 FTE. NCSSM and the Business Office foster an environment of collaboration across departments and divisions and support community-engaged service and research. This role is eligible for a flexible, hybrid work schedule following the initial training period, reflecting our commitment to a healthy work-life balance.

Requirements

High school diploma or equivalency and three years of experience in accounting work; or equivalent combination of training and experience.
Knowledge of government accounting methods, procedures, and accounting practices.
Basic knowledge of program laws and regulations.
Knowledge of a variety of technology, financial systems, and software packages to create and maintain data.
Ability to develop formulas for moderately complex spreadsheets.
Ability to verify and ensure accuracy and validity of moderately complex transactions.
Ability to examine accounting records to assure adherence to accounting standards and regulations.
Ability to maintain and manage accounting records of moderate variety and complexity, including preparation of financial statements and reports.
Ability to research, compile, and analyze information.
Ability to prepare statistics.
Ability to write/draft reports.
Ability to make recommendations for resolution.
Ability to supervise a financial function of moderate complexity.
Ability to resolve problems of moderate complexity.
Ability to select the best solution from several options or where no precedent exists.
Ability to make suggestions for and/or implement process improvements in the work unit.
Ability to interpret oral and/or written guidelines to solve problems.
Ability to explain and interpret financial information.
Knowledge of both internal and external (State Information Guide) policy and procedures governing disbursements of state funds.
Ability to interact professionally, both orally and in writing with department heads, faculty, staff, external vendors and Office of State Treasurer (OST).
Ability to work independently, prioritize work, and multi-task.
Strong organizational skills.
Knowledge and experience of accounting methods, procedures and accounting practices, specifically auditing experience in Accounts Payable.

Nice To Haves

Knowledge of interface of other NCFS components with Accounts Payable (i.e. Purchasing, General Ledger).

Responsibilities

Manage disbursement of general fund state appropriations and receipts for the agency through automated accounts payable system, which is an integral part of the NC Financial System (NCFS).
Review incoming invoices for accuracy, terms of vendor, and relevant Purchase Order/Requisition information.
Follow-up and resolve price discrepancies with the purchasing or requesting department.
Acquire verification of receipt for item(s) or service(s).
Research invoice(s) without documentation to determine requester and/or destination.
Verify payment has not already been processed and process invoices for payment via automated Accounts Payable system.
Processing entails verification and/or requests for setup of vendor in centralized vendor file maintained by the Office of State Controller (OSC), preparation of accounting code sheet, attachment of necessary back up documentation, verification of available funds, data entry, and printing checks.
Disburse payment for invoices (currently disbursing approximately 330 checks per month).
Follow-up on pending Purchase Orders not processed for payment.
Notify the Purchasing Office of completed purchase requisition orders.
Reconcile vendor statements to ensure that outstanding invoices are paid or in the process of being paid in a timely manner.
Maintains master vendor files.
Process Escheats on an annual basis according to the state escheat policy.
Review 1099 forms before being processed by the Office of State Controller.
Review budget authorizations for accuracy and submit for approval.
Verify and process all travel reimbursements and travel advance requests.
Process all travel reimbursement for the Board of Trustee members.
Perform account analysis of any Accounts Payable transactions, the largest component of the General Ledger.
Research information, compile data and prepare financial reports and written responses to resolve concerns of intra-agency administrators, faculty and staff with budget reports.
Perform account analysis necessary to facilitate Accounting Manager with budget/allotment functions.
Interact professionally daily with outside vendors, departmental staff, students, and resolve problems and concerns, distribute financial reports, submit deposits, and maintain a high level of resourcefulness.
Complete bank reconciliations monthly for SCSSI identifying and resolving any errors with the SCSSI coordinator.
Process invoices for Student Activities that correlate with all receipt supported activities at NCSSM.
Perform internal auditing functions under the general supervision of the Accounting Manager.
Tasks include, but not limited to, randomly selecting invoices, checks, and journal vouchers to audit, verifying sequentially that journal voucher and code sheets exist and are filed properly, reviewing documents for proper signatures and documentation, etc.
Print checks for the weekly check run, post journal entries, requisition funds for check run and other duties as assigned.
Update Business Office forms annually, Prepare independent contracts for services, file invoices from weekly check run, and other duties as assigned.