Accounts Payable Specialist

Accounts Payable Specialist

Nogales USD Business Office - Nogales, Arizona

This job is also posted in Nogales USD

Job : 5508143

Final date to receive applications: Posted until filled

Posted: Jan 22, 2026 8:00 AM (UTC)

Starting Date: Immediately

ACCOUNTS PAYABLE SPECIALIST

Purpose Statement

The job of SPECIALIST-ACCOUNTS PAYABLE is done for the purpose of performing a variety of financial activities including processing, recording, updating and reconciling fiscal information; providing instructions, recommendations and/or accounting support to other personnel; and analyzing expenditures against budget.

This job reports to FINANCE DIRECTOR

• Assists auditors for the purpose of providing required information and coordinating necessary project activities.
• Assists other personnel (e.g. remote requisitions, accounts payable, gifts, donations, troubleshoot procurement expenditures, computer training, etc.) for the purpose of supporting them in the completion of their work activities.
• Maintains a wide variety of fiscal information, files and records (e.g. accounts payable, accounts receivable, contracts, etc.) for the purpose of providing an up-to-date reference and audit trail for compliance.
• Maintains automated vendor files and spreadsheets for the purpose of maintaining vendor accounts.
• Maintains working relationship with vendors (e.g. resolve discrepancies on billing, payment of accounts, etc.) for the purpose of ensuring future business relationships are maintained.
• Prepares Voucher Transmittal Sheet (e.g. all expenses) for the purpose of submitting to the County for check processing.
• Processes a variety of fiscal information (e.g. accounts receivable/payable, 1099’s, credit cards, bank accounts) for the purpose of providing necessary information for completing transactions, taking appropriate action and/or complying with established fiscal guidelines.
• Processes a wide variety of invoices (e.g. phone, utilities, insurance, materials, equipment, services, construction, staff travel and mileage claims, monthly use tax for out of state vendors, etc.) for the purpose of payment.
• Reconciles account balances, bank statements for the purpose of maintaining accurate balances and complying with related policies, practices and/or regulations.
• Researches discrepancies of financial information and/or documentation (e.g. purchase orders, invoices, etc.) for the purpose of ensuring accuracy and adhering to procedures prior to processing for action.
• Resolves billing and statement discrepancies for the purpose of ensuring accurate accounting.
• Reviews receiving reports (e.g. checks invoices for authorization of payment, verifies coding. Contacts appropriate site/department regarding invoice discrepancies for authorization to process. Verifies vendor calculation and taxes and total for merchandise and/or services.) for the purpose of matching it with purchase order and vendor invoice.

• Back-up to others in Finance Department (e.g. accounts receivable) for the purpose of covering job responsibilities in the event of an absence and/or leave.
• Coordinates dissemination of biweekly expense checks (e.g. sorting and distributing) for the purpose of ensuring the timely and accurate compensation of vendors and staff reimbursements.
• Informs personnel and vendors regarding a variety of procedures and program requirements for the purpose of providing necessary information for completing transactions, taking appropriate action and/or complying with established fiscal guidelines.
• Monitors outstanding purchase orders for the purpose of verifying that goods have or will be received. Close open purchase orders as authorized by site/department.
• Participates in meetings, workshops and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions.
• Processes early payment discounts for the purpose of ensuring vendors who pay early receive discount by deadline date.
• Retrieve materials from file room for the purpose of responding to requests for information.
• Reviews out of state vendor files (e.g. annually) for the purpose of ensuring certificate of…