Accounts Payable Specialist

Accounts Payable Specialist

The Accounts Payable Specialist is responsible for the accurate and timely processing of accounts payable, purchasing transactions, vendor records, and related financial activities. This position ensures that invoices, purchase orders, and contract payments are properly documented, approved, coded, and processed in accordance with district policies, applicable accounting standards, and audit requirements.

The Accounts Payable Specialist works closely with vendors, district departments, schools, and financial staff to resolve payment issues, maintain accurate financial records, and provide excellent internal and external customer service.

Essential Duties and Responsibilities:

• Process purchase orders, vendor orders, invoices, travel reimbursements, and contract payments accurately and timely.
• Verify invoices against purchase orders, bids, contracts, receiving documentation, and applicable pricing.
• Review and approve invoices for payment in accordance with established procedures and authorization requirements.
• Ensure transactions are accurately coded using the applicable chart of accounts.
• Research and resolve invoice, purchase order, receiving, pricing, and payment discrepancies.
• Coordinate with vendors and district personnel to obtain supporting documentation and resolve outstanding issues.
• Maintain accurate vendor records, payment terms, tax documentation, and 1099 information.
• Monitor outstanding purchase orders, blanket purchase orders, and open invoices.
• Review aging reports and follow up on invoices requiring payment or additional documentation.
• Maintain organized records and supporting documentation for internal and external audits.
• Ensure accounts payable and purchasing activities comply with district policies, governmental accounting requirements, and applicable regulations.
• Assist departments with purchasing procedures, payment documentation, and accounts payable questions.
• Provide guidance and training to district personnel regarding purchasing, accounts payable, and purchasing-card procedures.
• Assist with financial system troubleshooting and year-end accounts payable and purchasing processes.
• Maintain confidentiality of financial and personnel information.
• Develop and maintain positive working relationships with vendors, district employees, schools, and community stakeholders.
• Participate in process improvement initiatives to increase efficiency, accuracy, and customer service.
• Attend professional development and required training.
• Perform other duties as assigned.

Required Qualifications:

• High school diploma or GED.
• Knowledge of accounting principles and accounts payable practices.
• Knowledge of purchasing procedures and financial recordkeeping.
• Proficiency with Microsoft Office or comparable office productivity software.
• Strong attention to detail and organizational skills.
• Effective written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive financial information.
• Ability to analyze discrepancies, research problems, and determine appropriate solutions.
• Ability to work independently while collaborating effectively with departments, vendors, and coworkers.
• Ability to prioritize multiple responsibilities and meet established deadlines.

Preferred Qualifications:

• Three to five years of accounts payable, purchasing, accounting, or related experience.
• Experience working in a governmental, educational, or nonprofit organization.
• Postsecondary coursework in accounting, finance, business administration, or a related field.
• Experience with financial management or enterprise resource planning software.
• Experience with purchase orders, vendor management, 1099 reporting, and audit preparation.
• Bilingual Spanish/English skills are desirable.

Physical Requirements:

• Prolonged periods of sitting while working at a computer.
• Frequent use of standard office equipment, including computers, printers, and telephones.
• Occasionally lift and carry materials weighing up to 20 pounds.
• Ability to communicate effectively in person, by telephone, and through electronic communication.

Work Environment:

• Office environment within the District Administration Building.
• Standard Monday through…