Accounts Payable Specialist-Business Operations

Job Posting Title

Accounts Payable Specialist-Business Operations

Agency

695 OKLAHOMA TAX COMMISSION

Supervisory Organization

Assistant Controller

Job Posting End Date (Continuous if Blank)

April 20, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Full time

Job Type

Regular

Compensation

Job Description

Accounts Payable Specialist- Business Operations

Salary Range- $50,000.00-$58,000.00

The Oklahoma Tax Commission’s goal is to serve the tax payers with Excellence! We strive to ensure that your experience at OTC is both positive and rewarding. We are a team that cares deeply and have a passion to provide assistance to Oklahoma tax payers while providing an excellent work environment. Employees receive a GENEROUS monthly benefit allowance to use toward a range of options for benefits including health, dental, vision, life, fsa, dependent care and disability. For example, an employee can receive between $150 to $1,700 a month to use towards benefits. The Oklahoma Tax Commission provides employees with 15 days of annual and 15 days of paid sick leave in the first year of employment. Not to mention 11 paid Holidays! That is a total of 41 paid days off in your first year! Our Retirement Plan includes generous matching between 4 to 7%! Don’t forget about our longevity payments starting after 2 years of employment! We are looking for individuals who are willing to be a team player with strong interpersonal and networking skills to build and maintain high impact relationships across the agency. Do you have a strong work ethic, positive attitude, highly motivated and have a passion to grow with an amazing team? Then the Oklahoma Tax Commission is the place for you!

GENERAL FUNCTION

The Accounts Payable Specialist will be assigned responsibilities involving professional-level work where employees are responsible for paying suppliers and employees for claims from goods, services and OTC-related travel expenditures timely. In this role, the Accounts Payable specialist must have a thorough understanding of the State procurement and Accounts Payable systems and their interconnectivity. The work is generally performed with a high degree of technical and administrative freedom to plan, develop, and organize all phases of the work necessary for completion within broad program guidelines.

TYPICAL FUNCTIONS

The functions performed by employees in this position may include the following:

• Assembles and reviews invoices and travel claims
• Compares invoices against purchase orders for questionable items and pricing; ensures quantities and encumbrances are adequate
• Prepares and submits change orders to procurement to increase encumbrances when necessary
• Audits travel claims in accordance with the State Travel Reimbursement Act (STRA); advises agency personnel on travel rules and assists with any STRA related issues

• Enters invoices in the State system; verifies, classifies, and records Accounts Payable data; tracks vouchers in the workflow process from entry to OMES approval
• Ensures asset vouchers are receipted prior to voucher creation
• Establishes and maintains relationships between new and existing vendors
• Protects agency from unintentional overpayments
• Verifies accuracy of vendor accounts and monthly statements by reconciling them; investigates discrepancies when applicable
• Maintains documentation for the purpose of supporting files, reports, and data
• Assists both internal and external auditors by providing requested documents in a timely manner.
• Participates in on-going CPO training programs
• Completes professional development in order to improve skill set regarding software proficiency, financial analysis and written communications
• Supports efforts to modernize the agency by providing recommendations on policies and/or procedures
• Performs all other related duties and/or projects assigned to meet the needs of the agency

COMPLEXITY OF KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of

• State Travel Reimbursement Act.
• Purchase orders and encumbrance reports.
• Accounts payable reports and queries.
• Accounting payable principles and practices of financial record keeping, audits, and accounting functions.
• Maintenance of complex records and business communications.
• Modern office methods and procedures, including computer technology related to accounting systems. 

Skills in

• Data entry with speed and accuracy.
• Exceptional attention to detail.
• Solid time management, problem solving and research skills.
• Strong mathematical and computer skills.
• Proficiency in Microsoft Office applications, with an emphasis on Excel.
• Commonly utilized accounting software and tools including Excel and databases.
• Technical fluency in commonly used software, applications, programs, and other resources and the ability to acquire new technical skills quickly.

Ability to

• Display problem-solving skill under stressful conditions and deadlines.
• Communicate professionally with others both verbally and in writing with proper grammar, punctuation and spelling.
• Be discreet and understand the importance of confidentiality.
• Establish and maintain effective working relationships with others.
• Manage own time and work in a fast-paced environment.
• Review and analyze spend data.
• Maintain routine accounting data in appropriate ledgers and journals.
• Apply accounting practices including computation, reconciliation, and other processes to complete work assignments.
• Prioritize, meet deadlines, and work on multiple assignments simultaneously.
• Work independently as well as part of a team.
• Develop a system of organization
• Maintain confidential information

MINIMUM QUALIFICATIONS

Education and Experience requirements at this level consist of

• A bachelor’s degree in accounting, finance, business management, public administration, or closely related field
• OR an equivalent combination of education and experience

PREFERENCE STATEMENT

Preference may be given to candidates who have:

• Current and active Oklahoma procurement office certification
• Experience in fund accounting

SPECIAL REQUIREMENTS

Core work hours for the Oklahoma Tax Commission are Monday through Friday, 7:30am to 4:30pm.  This schedule may require minor flexibility based on the needs of the agency.

Telework may be required based on the needs of the agency, division, and section.  If applicable, applicant must be willing and able to BOTH work on-site and telework at an off-site location, generally in the applicant’s home.  Applicant must have a secure internet connection and a dedicated telephone (landline) or smart phone device during scheduled working hours.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current State of Oklahoma employees must apply for open positions through their Workday account. Go to Careers app on WD home screen>Click on 'Find Jobs-Internal State of Oklahoma'.