Purchasing and Accounts Payable Specialist

Primary position that performs the professional and technical work supporting procurement, purchasing, invoice processing, and accounts payable functions for the organization. Ensure compliance with public procurement laws, organization policies/procedures, internal financial controls, and accounting standards while providing efficient support to departments, vendors, and stakeholders.

Salary: starting at $55,182.40 up to $76,148.80 annually - placement above minimum salary is based on experience.

• 401(a) retirement: employer matching
• 457 retirement
• Paid holidays

Salary: starting at $55,182.40 up to $76,148.80 annually - placement above minimum salary is based on experience.

• 401(a) retirement: employer matching
• 457 retirement
• Paid holidays

• Medical insurance
• Dental insurance
• Vision Coverage
• Employer funding of Health Savings Account

• Disability insurance
• Life insurance (up to $50,000)
• Paid Time Off

* Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Processes purchase requisitions, purchase orders, and procurement documentation in accordance with organization policies and state and federal procurement regulations.
• Maintains purchasing records, contracts, and vendor files. Coordinates contract renewals and terminations.
• Draft, review, and negotiate terms, pricing, and conditions in vendor contracts with guidance from Finance leadership.
• Supports competitive solicitation processes including Requests for Quotes (RFQs), Invitations for Bids (IFBs), and Requests for Proposals (RFPs).
• Reviews purchasing requests for completeness, budget availability, and policy compliance.
• Guides departments with obtaining quotes, bids, and pricing for goods and services.
• Responsible for monitoring supplies and materials for agency.
• Identify and evaluate reliable suppliers; while building strong relationships with preferred vendors.
• Coordinates with vendors regarding orders, deliveries, pricing discrepancies, and contract compliance. Reconcile billing or purchase order discrepancies.
• Monitors open purchase orders and follows up on outstanding items.
• Analyze market trends and spending patterns to find cost-saving opportunities.
• Coordinate the purchase of equipment and maintain inventory log (Asset Register), as applicable. Maintain schedule of Subscription Based Information Technology Agreements (SBITAs) and Leases, if any.

• Reviews, verifies, and processes invoices for payment accuracy and proper approvals.
• Matches invoices to purchase orders and receiving documentation.
• Prepares and processes vendor payments, including checks, ACH transactions, and electronic payments.
• Prepares annual payment schedules for Finance leadership review. Maintains accurate accounts payable records in accordance with agency policy and Finance department expectation.
• Audit and analyze invoices for accuracy, compliance, and timeliness.
• Reconciles vendor statements and resolves invoice discrepancies.
• Ensures timely payment processing in compliance with applicable regulations and payment terms.
• Assists with year-end and month-end accounts payable accruals and audit documentation.
• Generate 1099 forms as required.
• Complete agency required training.
• Performs other duties as assigned.
• Capability to read complex legal and financial documents and evaluate vendor proposals.
• Ability to advocate for company pricing, terms, and value during vendor discussions.
• Ability to interpret policies and ensure compliance.
• Effectively communicates (written and verbal) in working with cross-functional teams and external vendors while always…