Accounts Payable Specialist II (2 positions)

Position Title:                         Accounts Payable Specialist II (2 positions)

Location:                                  Albany, NY

Grade/Classification:            3 (D1) – Para & Entry Level Professional II

Salary Range:                         $59,343 - $76,217

Bargaining Unit:                    CSEA

FLSA Status:                            Non-Exempt

Last Revised: September 18, 2024

Primary Purpose

Under general supervision, the Accounts Payable Specialist II is responsible for thorough, accurate and timely processing and/or entry of payments of moderate to high complexity and/or performing entry and maintenance of the vendor address book in a dynamic and deadline driven environment.

Essential Functions

• Enter, review, process invoices and payment requests of a moderate to high 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.
• Set up and maintain vendor records within the financial management system and perform any related data integrity reviews.
• 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.
• Act as a staff liaison to train staff and answer routine questions in area(s) of specialization, conferring with supervisors when necessary.
• Create/update/maintain desk procedures as necessary to assist in consistent training of staff.
• 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.
• Assist with researching and coordinating responses to legal requests, FOIL requests, and other requests for information, including collecting information and documents responsive to the requests.
• Assist in the preparation of 1099's.
• 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, bank statements, 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 in the course of performing their 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.
• Participate 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 plus two years relevant experience or;

Associate degree plus four years relevant work experience or;

High school diploma or equivalent plus six years of relevant work experience including two years of DASNY work exper