Accounts Payable Specialist

Position Title:                         Accounts Payable Specialist

Grade/Classification:             2 (D1) – Para & Entry Level Professional I

Salary Range:                          $48,582 - $64,724

Bargaining Unit:                     CSEA

FLSA Status:                             Non-Exempt

Last Revised: June 1, 2023

Primary Purpose

Under general supervision, the Accountants Payable Specialist is responsible for thorough, accurate and timely processing and/or entry or approval of payments of low to moderate complexity in a dynamic and deadline driven environment.

Essential Functions

• Enter, review, process invoices and payment requests of a low to moderate level of complexity and ensure compliance with the contract, purchase order or bond document and DASNY policies and procedures, as well as relevant state and federal laws.
• Approve progress payments of low to moderate complexity, as directed.
• Reconcile open items and submissions processed to ensure that all submissions have been properly logged, processed, and accounted for.
• Maintain and reconcile the lien docket and create the appropriate system holds and/or vouchers in the financial management system, ensuring that payments to contractors/vendors are held and released correctly.
• Ensure frequent and adequate follow-up on open payment requests to ensure timely resolution of problems and timely payment. Work directly with other DASNY staff, clients, trustees, grantees, and vendors to research and resolve conflicts/problems/issues. Ensure that supervisors are consulted when appropriate and kept informed of problems.
• Adhere to DASNY standards for confirming changes or additions to banking information related to payments scheduled through accounts payable and document confirmation. Prepare and submit vendor update request forms as necessary to update vendor information in the financial management system.
• Prepare and submit payment void/reissue requests when necessary.
• Assist with researching and coordinating responses to legal requests, FOIL requests, and other requests for information, including collecting and copying/scanning/redacting information and documents responsive to the requests.
• May assist with tasks related to the annual audit, including but not limited to creating spreadsheets and analyzing payment data, as well as collection of documentation requested by the auditors.
• Assist in ensuring compliance with federal and State laws, financial standards/practices, and DASNY policies and procedures.
• Verify, analyze, record, import, export and reconcile data among various sources, including, but not limited to contracts, purchase orders, client agreements, bond covenants, the financial management system and various other PC applications/databases.
• Prepare journal entries.
• Create and/or maintain various schedules, reports, spreadsheets, databases and/or files.
• Maintain the confidentiality of confidential and/or personal information that may be accessed while performing job duties.
• Suggest opportunities for improvement in unit processes.

Other Duties and Responsibilities

• Assist with the training of employees. May participate in the evaluation of employees.
• Assist with the documentation and implementation of procedures.
• Identify and apprise management of improvement opportunities in unit processes.
• Assist with the implementation, review, and testing of internal controls.
• Provide support/backup to other staff as needed.
• Participation in testing of system upgrades.
• Undertake special assignments as directed.
• Assist with the implementation, review, and testing of internal controls.
• 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

Supervision of employees may be required.

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. Requires complex and time-pressured decision-making. 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, three-hole punch, date stamp, shredder.

Minimum Qualifications

Bachelor's degree or;

Associate degree plus three years relevant work experience or;

High school diploma or equivalent plus four years of relevant experience including two years of DASNY work experience or;

High school diploma or equivalent plus five years of relevant work experience.

Preferred Qualifications

Bachelor’s degree in Accounting, Finance, Business Administration, or a related field plus one year of accounts payable experience.

Essential Skills

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

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.