ACCOUNT TECHNICIAN III-ACCOUNTS PAYABLE/PROCUREMENT DEFINITION Performs a wide variety of technical accounting work involving the processing and maintenance of financial and statistical records which may include accounts payable, accounts receivable, routine procurement duties and other related record-keeping and reports. DISTINGUISHING CHARACTERISTICS This is the advanced level in the Account Technician series. Incumbents are expected to perform assigned duties with limited general supervision and exercise limited independent judgment within established accounting and financial record-keeping systems practices and procedures. SUPERVISION RECEIVED AND EXERCISED Incumbents receive limited general supervision from management, and may provide technical supervision and lead assistance to other employees. ESSENTIAL FUNCTIONS Incumbents may perform any or all of these functions: Process accounts payables, maintain accounts payable records including but not limited to accounts payable filings, warrants registers, accounts payable pre-lists, board approvals, account payable reports and vendor pay history. Audit and balance accounts payable and revolving funds as directed. Balance Use-Tax accruals between paid accounts payables and accrual holding account. Prepare back-up documentation needed for attachment to purchase orders. Review purchase orders for accuracy of information and discounts. Distribute documents as required. Verify, prepare and/or process a wide variety of documents, including requests for payment; purchase requisitions and orders; bills and invoices; statements; journal entries; transfers; voided warrants; and year-end adjustments. Use the County financial computer system for such duties ad: keying accounts payable and journal entries, maintaining vendor listing, and processing purchase orders. Responsible for purchasing and replenishing warehoused consumable supplies as supply levels dictate. Coordinate annual District bid for consumable supplies. Works with school and department sites in the preparation and coordination of vendor bid forms, specifications, compiling information, disseminating information to vendors and receiving of bids and samples. Analyzes bids received and makes recommendations for award of bids. Contact vendors for sources of supply, prices, product information, new products, standards and follow-up. Reconcile problem accounts and work with vendors to resolve concerns. Maintain and prepare district credit applications for vendors in order to obtain services. Trains, leads and provides technical supervision to lower level Account Technicians. Works with shipping and receiving in investigating and resolving problems regarding shipment, product discrepancies. Ensures product compliance with bid requirements. Collect, provide data for, prepare or assist with preparation and distribution of a variety of routine or statistical monthly, quarterly, and/or annual reports including but not limited to: purchase order report, year-end purchase order status reports, quarterly procedure error reports and bid award reports. Maintain and update District Equipment Log and Maintenance Contracts. Maintain and update files of correspondence, records, and other documents. . OTHER FUNCTIONS Coordinates and prepares mileage stipends, travel and conference warrants as needed; verifying attendance and receipts. May assist with inventory control functions and recordkeeping. Receive, sort, and distribute incoming and outgoing mail applicable to desk, function, or department. Perform other related typing, clerical, and accounting duties as assigned. NECESSARY EMPLOYMENT STANDARDS Knowledge of: Principles, methods, and practices of financial record-keeping, including uses of common record-keeping systems methods and procedures used in purchasing of school district supplies and equipment. Types of and sources of supplies, materials and equipment commonly used in a school district Generally accepted accounting and principles and business arithmetic. Office methods, procedures, and equipment, including the operation of computer terminals and personal computers. Ability to: Understand and follow established financial record-keeping and procurement practices and procedures. Learn, and apply administrative and departmental policies, laws and regulations. Provide lead technical supervision to lower level Account Technicians Verify and prepare complete and accurate date for data entry and reports. Post, enter, and retrieve financial data and make mathematical calculations. Operate office equipment including ten-key adding machine, computer terminal, and personal computer, with speed and accuracy. Type at a speed of 40 words per minute. Maintain timelines and guidelines for meeting deadlines and responsibilities. Establish and maintain effective working relationships with those contacted in the course of work. Education and Experience: Any combination of education and experience that could likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the knowledge, skills, and abilities would be: Education: Equivalent to completion of the twelfth grade. Experience: Three years of increasingly responsible experience in financial record-keeping, accounting and procurement assignments. DESIRABLE EMPLOYMENT STANDARDS Previous experience in record-keeping in a school system. Completion of supplemental courses in financial record-keeping. WORKING CONDITIONS: Environment: Office environment. Physical Abilities: Seeing to inspect financial or statistical records; hearing and speaking to communicate with District staff and the public; sitting for extended periods of time; bending, kneeling, and reaching to retrieve and file records; dexterity of hands and fingers to file and to operate a computer terminal and other office equipment. Adopted: 08/17/88 Revised: 12/06/95 Adopted: 6/19 /02