Purchasing​/Accounts Payable Specialist

Purchasing/Accounts Payable Specialist

Job Description

Primary

Purpose:

Work under close supervision and follow established procedures to maintain accounting records and process accounts payables according to standard accounting procedures. Assist in the procurement of material and equipment for the district. Work under close supervision and follow established purchasing procedures to process bids and purchase orders.

Education/Certification: High School diploma or GED

Special Knowledge/

Skills:

Knowledge of procedures for purchasing and invoicing supplies and equipment. Knowledge of basic accounting procedures. Ability to use personal computer and software to develop spreadsheets, databases and do word processing. Ability to work with numbers in an accurate and rapid manner. Ability to analyze and organize a complex filing system of bid‑related documentation. Proficient in keyboarding, 10‑key numerical data entry, and file maintenance.

Effective organizational, communication, and interpersonal skills.

Experience: 1‑2 years school accounting‑related experience at clerical level.

• Receive and process for timely payment of accounts payable invoices, requisitions, purchase orders, receipts, and vendor information; verify invoices and purchase orders to ensure completeness and accuracy prior to payment.
• Detect and resolve problems with incorrect orders, invoices, and shipments as needed.
• Process bids and purchase orders as directed and in accordance with established procedures.
• Assist with the preparation of bidding documents, including notice and instruction to bidders, specifications, and proposal forms.
• Contact vendors to check on supply and equipment availability, invoices, purchase orders, contracts, and other issues as directed.
• Prepare and maintain vendor database and bidder lists.
• Prepare correspondence, forms, manuals, reports, purchase orders and payment authorizations following district standards and requirements.
• Compile, maintain, and file all reports, records, and other documents as required.
• Maintain vendor files and set up new accounts and make changes as they occur.
• Receive incoming calls, answer questions, and direct calls to the proper party.

Receive incoming calls, answer questions, and direct calls to the proper party.

None

Tools/Equipment Used: Standard office equipment including personal computer and peripherals.
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
Lifting:Occasional lifting and carrying.
Environment: May work prolonged or irregular hours.
Mental Demands: Work with frequent interruptions; maintain emotional control under stress.