Description

WHEATLAND ELECTRIC COOPERATIVE, INC.

JOB DESCRIPTION

Wheatland Electric is looking for an Accounts Payable Specialist I. This is a full-time position.  If you are interested and believe you are qualified, please send cover letter and resume to resumes@weci.net no later than 5:00 p.m. on September 9th, 2021.   Please put “Accounts Payable Specialist I” in the subject line.

PURPOSE OF POSITION: Implement and support all policies and procedures pertaining to accounts payable functions and all related modules needed to meet the Cooperative’s business objectives.

ESSENTIAL FUNCTIONS:

a)      Review all invoices for appropriate documentation and approval prior to payment.

b)      Timely and accurately process high volumes of three-way P.O. matching invoices then enter them into the accounting software.

c)      Timely and accurately code high volumes of invoices without a P.O. and decipher multi-divisional allocation.  Then enter them into the accounting software.

d)      Prioritize invoices according to cash discount potential and payment terms.

e)      Review and process employee expense reimbursement requests as needed.

f)       Process check requests after ensuring that proper documentation and approval has been obtained.

g)      Print and distribute checks to vendors weekly.  Create the vendor direct deposit ACH payment file and send to the Accountant for processing.

h)      Print and distribute capital credit estate retirement and credit balance refund checks.

i)        Reconcile Accounts Payable to General Ledger.

j)        Maintains W-9 files on all vendors.

k)      Processes and sends the 1099’s to vendors by the due date set by the Internal Revenue Service.  Sends the federal copies of the 1099’s and associated tax reports to the Internal Revenue Service by the due date.

l)        Withhold, reconcile, file, and submit payment for vendor tax withholding with the Kansas Department of Revenue and the Internal Revenue Service.

m)   Respond to all vendor inquiries.

n)      Reconcile vendor statements, research and correct discrepancies.

o)      Set up new vendors and send out a new vendor information request packet.  Completes vendor credit applications.

p)      Provides a list of vendors who have performed services on Cooperative property to the Director of Corporate Services/Water Division annually by January 15th.  Provides a list of vendors whose certificate of liability is set to expire within the next 60 days to the Director of Corporate Services/Water Division monthly.

q)      Maintain paper and digital vendor files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.

r)       Research and reconcile purchase orders that have not been completely received or invoiced by working with the appropriate departments.

s)       Administrative activities such as stale dated checks, return checks, escheatment research and resolution by specified deadlines

t)       Reconcile the Use Tax account monthly.

u)      Assist with gathering requested audit documentation.

v)      Participates in safety meetings and training programs as required.

w)    Be able to travel to different locations within, and outside of, the Cooperative for training, meetings, and conferences.

 

MINIMUM JOB SPECIFICATIONS

·         EDUCATION AND EXPERIENCE: A high school diploma and 5 years of Accounts Payable experience is required.

·         SKILLS AND ABILITIES

Required

a)      Ten Key Skills – Fine finger dexterity and the ability to use a ten-key calculator and a ten-key pad on a computer keyboard quickly and accurately.

b)      Typing Skills – Fine finger dexterity and the ability to type quickly and accurately to create correspondence and step-by-step instructions.

c)      Computer Skills – The ability to use a computer and its corresponding accessories including a mouse, keyboard and monitor.  This also includes the ability to learn new software as needed.

d)      Microsoft Office Suite – Proficiency in Word, Excel, and Outlook.

e)      Adobe Acrobat – Ability to use Adobe Acrobat to scan documents into PDF form.  Also, the ability to use Adobe Acrobat to modify or create documents.

f)       Accounting Skills – Basic understanding of accounting principles and knowledge of accounts payable/general ledger procedures, including an understanding of a chart of accounts.

g)      Communication – Communicating effectively in writing as appropriate for the needs of the audience.  This includes using proper grammar and punctuation.  The ability to verbally convey information to others in a way they can understand.  This includes the ability to tailor your communication style to a wide variety of individuals inside and outside of the Cooperative.  The ability to listen and interpret what individuals are asking/telling you.

h)      Member Service – Knowledge of principles and processes for providing exceptional member service.

i)        Confidentiality – The ability to maintain confidential Cooperative and employee information.

j)        Research Skills – The ability to research laws and regulations relating to Forms W-9, and 1099 and the associated tax withholding using a wide variety of sources including (but not limited to) the internet and government publications.  The ability to research open purchase orders using the Cooperative’s integrated software system and vendor invoices.

k)      Self-Development – The ability to independently search out learning opportunities to expand and update accounts payable knowledge.

l)        Decisiveness – The ability to evaluate a posed question or problem and make competent decisions within a reasonable amount of time.

m)   Problem Solving Skills – The process of working through details of a problem to reach a solution. Problem solving may include mathematical or systematic operations.

n)      Organization – The ability to keep files, schedules and projects organized.

o)      Detail Oriented – The ability to pay attention to details.

p)      Time Management – Managing one’s own time.

q)      Mathematics – Using mathematics to solve problems.

r)       Ability to pass pre-employment drug test.  Also have the ability to pass ongoing random drug and alcohol testing.

s)       Ability to pass a credit check.

t)       Ability to pass a background check.

Preferred

a)      Online Meeting & Instant Messaging Software– The ability to use software to communicate via online video, audio, and instant messaging.

b)      Snag-It – The ability to use the Snag-It program to take screen shots for use in presentation materials or procedure documentation.

 

WORKING CONDITIONS

·         WORKING RELATIONSHIPS: Works under the direction of the Manager of Accounting and the supervision of the Director of Finance.  Works with employees, members, vendors, and government agencies.

·         WORK ENVIRONMENT: The position is in an office environment with occurrences of normal noise levels and normal temperatures throughout a normal work day.

·         PHYSICAL DEMANDS: The position will require long periods of sitting, repetitive motion, and prolonged viewing and use of computer, monitor, keyboard, and mouse.  It will also require some talking, listening, standing, stooping, bending, kneeling, walking, reaching, pushing, pulling, traveling, and lifting up to 25 lbs.

EQUIPMENT AND MACHINERY USED: The position will require the knowledge and use of a desktop computer and office equipment, such as calculators, scanners, copiers, printers, network telephone systems, and mail machines.

POSITION TYPE: The position is full-time and employees are expected to work 8 hours per day, during normal business hours, with intermittent overtime (to include Holidays, evenings, and weekends) required with notice.

TRAVEL: The position requires the Accounts Payable Specialist to travel to various Cooperative locations occasionally throughout the year.  Some traveling will also be required to attend training.  Some overnight travel will be required,

ADDITIONAL DUTIES: Additional duties and responsibilities may be assigned or added to this job description at any time.  The job description does not state or imply that these are the only activities to be performed by the employee holding this position.  Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor. This document does not create an employment contract, implied or otherwise, other than an “at-will” employment relationship.

Wheatland is an E.O.E