Accounts Payable Specialist

Department: Finance / Business Office

Reports To: Director of Finance

Classification: Full-Time, 12-Month Position

The Accounts Payable Specialist supports the fiscal integrity and operational needs of the school district by managing the daily processing, validation, and payment of vendor invoices, purchase orders, and financial records. This position ensures that all disbursements strictly comply with District Board of Education policies, local municipal guidelines, state statutes, and federal regulations.

• Process and enter invoice batches accurately into the district’s core accounting and financial software.

• Match invoices against purchase orders, contracts, and receiving documentation to verify authorization and line-item accuracy.

• Compute, record, and liquidate encumbrances throughout the fiscal year to maintain accurate departmental account balances.

• Prepare, review, and issue payments for vendor invoices, employee mileage, and utility accounts and other payments as required.

• Manage petty cash accounts, process checks, and ensure adherence to internal audit and control procedures.

• Resolve billing, payment, and balance discrepancies with vendors.

• Ensure the prompt and precise physical and digital filing of all accounts payable documentation in accordance with board and audit standards.

• Prepare and invoice other school districts for tuition, shared educational services, and special education program costs.

• Calculate the following but not limited to, building rental fees, municipal service charges, police services, and utility consumption allocations for town cost-sharing.

• Resolve billing, payment, and balance discrepancies with neighboring districts and municipal department heads.

• Perform month-end and fiscal year-end account closings, auditing balances and reconciling discrepancies across general ledger accounts.

• Compile and process year-end 1099 and 1096 tax forms for vendors in compliance with IRS guidelines.

• Prepare financial reports, supporting worksheets, and schedules for the Finance Committee, Superintendent, and Board of Education meetings as requested.

• Monitor and maintain current knowledge of state and federal regulations governing accounts payable operations, vendor payments and employee mileage/travel reimbursements..

• Perform bank deposits and ensure prompt recording of transactions in financial software.

• Perform month-end bank reconciliations timely and accurately.

• Oversee district bank accounts by serving as a banking contact and ensuring authorized signer records and resolutions remain up to date and audit-compliant.

• Prepare and record transactions for the financial software, including but not limited to, budget, journal, and cash receipts.

• Accurately set up and maintain new vendor records in the financial system as needed.

• Serve as the primary point of contact for vendor inquiries, school staff and administrators regarding payment status.

• Assist internal and external auditors during annual financial and state compliance audits.

• Provide operational backup and support for other business office positions as needed or requested by the Director of Finance or designee.

• All other duties as needed or requested by the Director of Finance or designee.

• Minimum of 2–4 years of progressive accounting or accounts payable experience required;
  Experience with in a school district, municipal government, or public sector entity preferred.

• Proven hands-on experience using public sector accounting software, fund accounting structures, encumbrance tracking systems, and municipal reconciliation procedures preferred.

• Required: High School Diploma or GED equivalent

• Preferred: Associate degree or higher in Accounting, Business Administration, or Finance.

• Software Proficiency: Strong proficiency in standard spreadsheet (MS Excel) and word processing software for data analysis, mail merges, and reporting.

• Public Sector Knowledge: Solid understanding of municipal procurement rules, public bidding practices, encumbrance accounting, and public fund management.

• Precision & Detail: Exceptional accuracy in data entry, account reconciliation, and maintaining clear audit trails.

• Communication: Strong interpersonal and customer-service skills to collaborate effectively with colleagues, district leadership, municipal officials, and vendors.

• Task Management: Ability to manage multiple priorities, meet strict…