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Accounts Payable and Reconciliation Specialist (ASL: Novice)

22nd Century Technologies, Inc.
$28.00/hr. without benefits
United States, Virginia, Staunton
Feb 04, 2026
Job Title: Accounts Payable and Reconciliation Specialist (ASL: Novice) Location: Staunton, VA 24401 Pay Rate: $28.00/hr. without benefits Duration: 6+ months Shift Timing (Day/ Evening/ Night): Day 8-hour shift Hours per week: 40 hours per week Job Description: The Administrative and Office Specialist III at the Virginia School for the Deaf and the Blind (VSDB) is to perform all phases of the Accounts Payable function in accordance with the code of Virginia and various regulatory agencies' policies as they relate to the school, perform weekly/monthly transaction reconciliations, and process reimbursements for grants. Organizational Objectives: The Administrative and Office Specialist III at VSDB is to ensure proper fiscal accounting and procurement procedures in accordance with state, federal, and local regulations and in compliance with Generally Accepted Accounting Procedures (GAAP). Role & Responsibilities: Review and date-stamp all incoming and interschool accounts payable mail daily. Examines documents, reviews for accuracy, determines coding, due dates, proper signatures, and complete information necessary to process in accordance with agency and State policies and procedures. Verifies that the vendor is set up in CARDINAL and the remit address is correct. Matches invoices, receivers, purchase orders, and accounting vouchers for vendors, contracts, and other state agencies. Updates the monthly accounts payable journal log. Processes data through CARDINAL for payment, helping to ensure at least 95% compliance with the Prompt Payment Act. Creates accounting vouchers for vendor payments in the CARDINAL NP module. Enters detailed information accurately, including vendor ID number, invoice receipt date, goods & services receipt date, amount, and accounting lines. Selects the payment location based on the vendor remit address on the invoice. Selects proper payment terms, ensuring that payment meets Prompt Payment guidelines. Verifies that accounting times are in balance with the invoice total. Reviews vouchers for accuracy, performs budget check, and submits for approval. Resolves issues and discrepancies in a professional manner with vendors and departments in compliance with state regulations. Responds to inquiries and assists others via telephone, email, written correspondence, and in person. Obtains W-9 tax forms on state template from new vendors, for address updates, or from vendors not set up in the CARDINAL vendor table. Determines vendor type and submits the W9 form accordingly for setup in EVA. Logs in to Cardinal Vendor Group (CVG) Secure Forms System to perform supplier maintenance in the statewide supplier table, including updates, reactivations, & adding new fiscal vendors. Completes online maintenance forms, attaches COV W9, & submits to the Director of Operations for approval. Maintains current COV W9 file on shared drive for review & files COV W9 documents. Addresses vendor setup issues with CVG (CARDINAL Vendor Group). Manages Travel & Expense Module in CARDINAL for employee reimbursements. Sets up authorized expense users in the Cardinal expense module. Maintains agency travel workbook / best practice guide to include yearly updates as relates to DOA policy [procedure to ensure travel is paid in compliance with DOA CAPP chapter 20335. Serves as agency subject matter expert for travel-related processes and assists departments with questions relating to travel as needed. Examines travel reimbursement vouchers received from employees, ensuring accuracy, proper approval, and supporting documentation according to state travel regulations. Reviews accounting vouchers received for employee reimbursements. Verifies coding, proper approval & supporting documentation. Creates Expense Reports for employee reimbursements in the CARDINAL Travel & Expense Center. Detailed travel data, including mileage, per diem, and lodging are keyed or selected via a multi-step process. Expense reports are completed and submitted for approval. Records expense reports on the monthly expense log. Grant Reimbursements: Processes grant reimbursement requests for all grant funding with the proper agency/entity every month. Ensures expenses submitted are appropriate and authorized according to the grant MONMOU. Compiles and reviews grant-related documentation, which includes AP vouchers, Expense reports, and GIL journals. Verifies and reconciles reimbursement totals using CARDINAL detailed journal reports, GIL Project Status report, and grant-related documentation. Grants include, but are not limited to: IDEA, NCI-Bl Preschool, and Interpreter. Categorizes expenditures for reimbursement into the proper Federal object codes. Ensures that each grant has sufficient budget within the Federal object codes. Requests budget transfers as needed. Compiles the data in the format required for entry into OMEGA using grant form templates. Keys entries accurately & timely into OMEGA, matches totals, and submits for approval. Provides detail-specific descriptions for each grant expenditure as required by DOE. For P/R, specifics include pay period, GL posted date & pay date. Following DOE final approvals, compiles supporting documentation for deposits, and posts totals on the Accounts Receivable Lag. Resolves OMEGA questions/issues promptly from DOE. Verifies & confirms grant reimbursement journals (DOE- ATAs) for validity in amount and accounting distribution via DOE emails. Follows up on journals posting to GIL, prints posted ATA journals using them to update Accounts Receivable Log reflecting reimbursement received, and updates the ATA Journal Log for Pass-Through entries. Maintains & updates the spreadsheet to provide current grant reimbursement account coding to DOE for ATAjournals. Spreadsheet Title: "Cardinal Codes for Grant Reimbursement Journal Uploads ". Emails spreadsheet to DOE as updates occur to ensure correct coding. Assists in preparing/reconciling the quarterly Schedule of Expenditures of Federal Awards (SEFA) to ensure that all federal expenditures are reconciled/reported and agree with the Department of Education financial records and statements. Reconciliations and Journals (Essential): Reconciles weekly/monthly CARDINAL reports to source documents and weekly logs for accounts payable, expense reports, accounts receivable, journal entries, and ATAs. Runs applicable CARDINAL queries/reports and compares to source documents and monthly logs, verifying that all transactions have posted to the General Ledger. Records initials and date when completed. Keys Journal entries in the CARDINAL GIL module and records journal entries in the GIL Journal Log. Distributes reports weekly/monthly as directed. Keys monthly journal vouchers to ensure all monthly electric utilities for buildings/properties leased by VSDB to other entities are properly charged and allocated to the correct funding source. Prepares monthly bond requisitions for submission to the Virginia Public Building Authority for all capital outlay projects. Ensures that the proper amounts, due dates, vendors, and VPBA projects are correctly keyed on each bond requisition. Provides the Accounting Supervisor with copies of submitted bond requisitions to be used in the monthly Bond Cash reconciliation. General and Support: Maintains Receipts Log, ensuring that unspent monies and receipts for agency expenditures are turned in. Trains backup employees in the major phases of the position. Maintains spreadsheet for agency copier payments. Provides training to other departments as requested. Performs other duties as assigned by supervisor. Records AP checks returned to the agency for mailing on the X-Batch Log. Ensures the address is correct, monitors the due date for timely mailing, and includes any applicable payment enclosures. Completes/attends all required/scheduled training according to stated due dates or as scheduled in accordance with the directives of the Department Head and/or direct supervisor. Records Management (Essential): Responsible for the organization of the accounts payable area, including appropriate record keeping, in addition to maintaining paid files (A/P vouchers & Expense reports) for decentralization & unpaid files. Maintains files for CARDINAL COV W9 Forms, General Ledger Journals, and Accounts Receivable Deposits. Establishes & maintains complete Grant reimbursement files from the inception of Grants to official close-out. Ensures that official records removed from the filing area are identified and returned to the secured area promptly. Secures the accounts payable file area before departure. Responsible for record retention and disposal of files in accordance with state policy. Knowledge, Skills, and Abilities: Knowledge of Generally Accepted Accounting Principles (GAAP) with emphasis on accounts payable processing. Ability to understand and apply complex policies and procedures according to state and federal laws, rules, and regulations. Ability to prioritize duties, research, and analyze transactions, and work within established timelines. Working knowledge of computers and software applications. Ability to interact effectively with internal and external customers using verbal and written communication skills. Ability to perform repetitive motion to include standing, sitting, reaching, lifting, walking, bending, and climbing. Proficiency level of "Novice " in American Sign Language as measured by the Sign Communication Proficiency Interview or agreement to acquire the specified level within three years. Education, Experience, Licensure, Certification Required: High school diploma or General Educational Development (GED) Certificate with business classes or equivalent amount of training and experience. Experience in processing accounts payable and/or accounting transactions in a regulated organization.