Accounts Payable/First Impressions Specialist
Organization: Mountain State ESC
Department: Finance/Accounting
Reports to: Business Official/Executive Director
Employment Type: Full-Time
Location: Dunbar, WV
Position Overview
We are seeking a detail-oriented and organized Accounts Payable/First Impressions Specialist to join our team at Mountain State ESC, an educational service agency. This dual role combines financial responsibilities with front office duties, requiring exceptional customer service skills and attention to detail. The successful candidate will manage the full accounts payable cycle while serving as the welcoming face and voice of our organization to visitors, clients, and stakeholders.
Key Responsibilities
Front Office & Customer Service
- Serve as the first point of contact for visitors, providing a warm and professional welcome
- Answer and route incoming phone calls to appropriate departments and personnel
- Greet customers, stakeholders, school district personnel, and other visitors in a courteous and helpful manner
- Direct visitors to appropriate locations within the facility
- Provide general information about Mountain State ESC services and programs
- Maintain a professional and organized reception area
- Manage inquiries and provide excellent customer service to all internal and external customers
Invoice Processing & Management
- Process vendor invoices accurately and efficiently in accordance with company policies and procedures
- Verify invoice accuracy, including pricing, quantities, and proper authorization
- Code invoices to appropriate general ledger accounts and cost centers
- Resolve invoice discrepancies and coordinate with purchasing and receiving departments
Payment Processing
- Prepare and process check runs, ACH payments, and wire transfers
- Maintain payment schedules to optimize cash flow and take advantage of early payment discounts
- Ensure compliance with payment terms and vendor agreements
- Reconcile purchasing card statements monthly
- Process employee travel expenses and reconcile weekly
Vendor Relations & Account Management
- Respond to vendor inquiries regarding payment status and account balances
- Maintain accurate vendor files and contact information
- Assist in setting up new vendor accounts and updating existing vendor information
- Reconcile vendor statements and resolve discrepancies
Record Keeping & Reporting
- Maintain organized filing systems for invoices and supporting documentation
- Assist with month-end closing procedures and account reconciliations
- Prepare accounts payable aging reports and other financial reports as needed
- Support annual audit processes by providing required documentation
- Maintain strict confidentiality of financial information and sensitive organizational data
Process Improvement & Special Projects
- Identify opportunities to streamline accounts payable processes
- Assist in implementing new procedures and systems to improve efficiency
- Maintain knowledge of best practices in accounts payable management
- Conduct special projects as assigned by management
- Other duties as assigned
Required Qualifications
Education:
- Associate’s degree in Accounting, Finance, Business Administration, or related field
Experience:
- Minimum 5 years of accounts payable experience preferred
- Experience with accounting software (QuickBooks, SAP, Oracle, etc.)
- Proficiency in Microsoft Excel and other MS Office applications
Skills & Competencies:
- Strong attention to detail and accuracy
- Excellent organizational and time management skills
- Outstanding customer service and interpersonal skills
- Professional phone etiquette and communication skills
- Ability to multitask effectively between financial and front office duties
- Ability to prioritize multiple tasks and meet deadlines
- Strong analytical and problem-solving abilities
- Effective written and verbal communication skills
- Professional demeanor when interacting with vendors, visitors, and internal stakeholders
- Understanding of basic accounting principles and practices
- Knowledge of internal controls and compliance requirements
Preferred Qualifications
- Bachelor’s degree in Accounting or Finance
- Experience with WVEIS (West Virginia Education Information System)
- Knowledge of tax regulations and compliance
- Previous experience in education service organizations or school districts
How to Apply
Send Application & Resume:
Ms. Jan Hanlon, Executive Director
Mountain State ESC
501 22nd Street
Dunbar, WV 25064
Or download the application Job Postings | Mountain State Educational Cooperative Services (mountainstateesc.com) and submit along with support documents via email to rjpreece@k12.wv.us
Resume Must Include:
- List of educational institutions attended, course of study, dates attended, and certificates earned.
- List of employers for the past ten years, including address and name of immediate supervisor(s).
- Description of responsibilities/work experiences in previous employment.
4. Alignment of work experience with posted Job Description.
5. List of at least three (3) references including addresses and telephone numbers.
Mountain State ESC does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy and gender identity), sexual orientation, genetic information, disability, or age. This is a will and pleasure position, and continuation will be based on need and funding.
Only candidates selected for interviews will be contacted.