Accounts Payable Assistant

Position Title:                         Accounts Payable Assistant

Grade/Classification:             1 (D1) – Clerical

Salary Range:                          $38,673 - $53,537

Bargaining Unit:                     CSEA

FLSA Status:                            Non-Exempt

Last Revised: June 1, 2023

Primary Purpose

Under general supervision, the Accounts Payable Assistant performs workflow tracking and distribution as well as administrative/clerical tasks and provides general office support related to accounts payable.

Essential Functions

• Monitor incoming electronic submissions of work to the Accounts Payable unit, including but not limited to applications for payment, invoices, and payment approvals. Print or electronically store (as appropriate) and mark as complete, log using internal applications and distribute/send notifications to appropriate staff on a routine and timely basis.
• Research and respond to routine internal and external inquiries and/or requests for information. When appropriate, forward inquiries on to appropriate staff for response/handling.
• Utilize independent judgment in escalating issues and seeking guidance where appropriate.
• Perform clerical duties including mail distribution, filing of paper documents, electronic and paper file maintenance, organizing, boxing, copying, scanning, and electronic merging/redacting/parsing out documents as directed.
• Assist with research and coordination of responses to legal requests, FOIL requests and other requests for information, including identifying and collecting as well as scanning/copying/redacting of responsive information and documents.
• Collect required back-up and prepare and submit vendor address update requests as directed.
• Prepare and submit payment void/reissue requests as directed.
• Prepare and maintain routine correspondence, templates, reports, spreadsheets, databases, logs, charts etc.
• Assist with tasks related to the annual audit.
• Review, verify, record, and/or reconcile various financial data as directed.
• Research information, compile data and prepare findings as requested.
• Maintain the confidentiality of confidential and/or personal information that may be accessed while performing job duties.

Other Duties and Responsibilities

• Order supplies for the department.
• Assist with the training of employees.
• Identify and apprise management of improvement opportunities in unit processes.
• Assist with the documentation and implementation of procedures.
• Assist with the implementation, review, and testing of internal controls and software.
• Provide support/backup to other staff as needed.
• Undertake special assignments as directed.
• Must maintain regular attendance in accordance with DASNY attendance and leave policies.
• Must adhere to the NYS Information Security Policy Standards established and issued by the Office of Cyber Security and Critical Infrastructure Coordination. (Standards can be found on the Intranet).

Supervision

N/A

Physical/Mental/Visual Demands

Occasional travel may be required using public transportation, DASNY vehicle, rental vehicle or personal vehicle.  This travel may include overnight stays at public accommodations and related establishments.  Overtime or extended work hours may be required.

Work Environment

Standard office environment, including the use of one or more of the following:  PC, telephone, fax machine, printer, copier, scanner, electronic stapler/hole punch/date stamp, shredder.

Minimum Qualifications

Bachelor’s degree or

Associate’s degree plus one year of work experience, working in an administrative or clerical role in an office environment or

High school diploma or equivalent plus one year of DASNY work experience or

High school diploma or equivalent plus two years’ work experience, working in an administrative or clerical role in an office environment.

Preferred Qualifications

Bachelor’s or Associate's degree in Accounting, Business Administration or related field, plus one year relevant experience working in an administrative or clerical role in a fast-paced business environment, handling multiple tasks simultaneously and working under tight deadlines.

Essential Skills

• Demonstrated ability to manage stress and work in a fast-paced environment, handling multiple tasks under tight deadlines.
• Demonstrated organizational skills and ability to prioritize.
• Good oral and written communication skills.
• Strong interpersonal skills and ability to work both independently, using sound judgment, as well as part of a team.
• Good mathematical skills.
• Demonstrated accuracy and attention to detail.
• Flexibility and ability to learn new tasks and skills quickly.
• Demonstrated integrity and strong work ethic.
• Demonstrated judgment and discretion in matters of confidentiality.
• Proficiency in PC applications such as Microsoft Outlook, Excel, Access, Word, Teams, PowerApps and PowerPoint.

Benefits information:

DASNY provides financing and construction services to public and private universities, not-for-profit healthcare facilities, and other institutions which serve the public good.

We offer a comprehensive benefits plan, which includes:

•  Choice of several health insurance plans
• Dental & vision insurance
•  Membership in the NYS Retirement System
• Deferred Compensation Investment Plan
• 13 vacation days per year
• 13 sick days per year
•  5 days of personal leave per year
• 12 paid holidays per year (plus one float day)
• Tuition reimbursement
• Training & development opportunities

We offer additional benefits, which includes:

• Telecommuting Work Plan - Employees are required to apply and obtain approval through management to telecommute according to DASNY’s Telecommuting Program Guidelines. The days designated as telecommute days must be consistent with operational needs as determined by DASNY division, department and/or unit management. Employees may only telecommute on up to four (4) workdays per pay period and shall be limited to no more than two (2) contiguous telecommute workdays. Eligibility applies after 3 months of employment.
• Limited Work from Home (LWFH) – additional telecommute days according to DASNY’s Telecommuting Program Guidelines. Eligibility applies after 6 months of employment.
• DASNY is a government employer for purposes of the Public Services Loan Forgiveness Program (PSLF Program). The PSLF Program forgives the remaining balance of certain student loans after making 120 qualifying monthly payments. For more information regarding PSLF Program and whether you qualify please visit the Studentaid.gov website.