"Project Specialist (Accounting)"

Description

SUMMARY DESCRIPTION

The Project Specialist (Accounting) provides specialized accounting and administrative support within District Services. Under general supervision, this position supports office organization, performs a variety of accounts payable functions, processes invoices and financial transactions, and assists with clerical and reconciliation tasks. The Project Specialist works closely with internal staff and external vendors to ensure timely and accurate processing of payments, while maintaining compliance with District policies and procedures.

REPRESENTATIVE DUTIES

• Perform accounts payable functions, including processing of invoices and monitoring payment schedules.
• Review and verify vendor statements for accuracy and completeness.
• Maintain and organize the accounts payable Outlook mailbox, ensuring timely responses and processing of incoming communications.
• Sort and match purchase orders, receiving documents, and invoices for payment processing.
• Assist in reconciling accounts, identifying discrepancies, and supporting month-end closing activities.
• Provide general clerical support such as filing, document scanning, data entry, and maintaining accounting records.
• Collaborate with various departments to resolve payment and invoice issues.
• Assist in maintaining internal controls and financial documentation in compliance with established procedures.

Knowledge of:

• Principles and practices of accounts payable and basic accounting.
• Standard office practices, procedures, and equipment.
• Financial record-keeping and reporting methods.
• Microsoft Outlook and other Office applications (e.g., Excel, Word).
• Applicable laws, regulations, and policies governing public sector financial transactions.
• Proper use of grammar, spelling, and business communication formats.

Skills and Abilities to:

• Accurately process and verify financial transactions and documents.
• Review and reconcile vendor statements and account records.
• Organize and prioritize multiple tasks to meet deadlines.
• Communicate effectively, both verbally and in writing.
• Work independently with minimal supervision as well as collaboratively in a team environment.
• Maintain confidentiality of financial and vendor information.
• Operate a variety of standard office equipment including computers and accounting software systems.
• Report to work on a regular and consistent basis, as scheduled, to assigned job.

WORKING ENVIRONMENT AND PHYSICAL DEMANDS

Work is performed primarily in a standard office environment. The role requires frequent use of computers and other office equipment. Physical demands include sitting for extended periods, repetitive hand and finger motions, reaching, bending, and occasional lifting of materials up to 25 pounds. The position may involve interaction with various internal departments and external vendors, requiring professional communication and organizational skills in a dynamic and deadline-driven environment.

Supplemental Information

Work Schedule: TBD – Schedule and shift vary and are subject to change in accordance with the department's needs.

Hours per Week: Up to 25

This is a short-term, temporary, hourly Non-Bargaining Unit (NBU) assignment, not to exceed 160 days and 960 hours per fiscal year (July 1st through June 30th). Short-term, temporary NBU positions may only be used on an intermittent, seasonal, or project basis.