Summary

The Purchasing and Accounts payable position records and processes all payable transactions for the district, using fund accounting in accordance with the Michigan Public Schools Accounting Manual and generally accepted accounting principles, and maintains accurate and systematic financial records. This position includes health insurance, paid holidays, vacation, sick time, and paid time off, along with the chance to work alongside a collaborative group of colleagues who keep the district running every day.

Primary responsibilities include accounts payable and purchasing procedures. The following duties are illustrative and not exhaustive:

Responsibilities

Prepares and/or coordinates all accounts payable vendor payments for the district and maintains all invoice files and reports necessary to assure timeliness and general ledger accuracy of balances.
Ensures timely and accurate entry of all payments in the computerized financial accounting system (AS400/Gen3).
Prepares, verifies and distributes accounts payable checks for various district funds.
Prepares and sends escheat letters to payees and writes off stale-dated checks.
Sends outstanding checks to the State of Michigan Unclaimed Property Division as required.
Maintains positive communications with vendors, administrators and staff.
Informs departments of all payment discrepancies.
Responds to vendor inquiries regarding payment status.
Tracks open purchase orders and unapplied vendor credits, following up with district staff and vendors to resolve them.
Creates and prints all reports as they relate to accounts payable and purchasing.
Maintains an organized and updated vendor file including W-9s.
Maintains files of paid and unpaid invoices and purchase orders.
Coordinates and schedules the annual shredding of documents and media files for all district buildings and departments.
Responsible for the processing of 1099s for year-end tax reporting.
Assists as needed with the annual audit process.
Provides assistance in managing P-Cards and online purchasing systems such as Amazon and Staples.
Posts bids to the State website.
Trains personnel in the operation of the AS400/Gen3 accounting system as it relates to purchase orders and accounts payable functions and serves as support.
Trains personnel in the operation of P-Card reconciliations.
Processes purchase orders for the Business Office and Maintenance & Operations.
Provides monthly check register and purchasing card transaction reports for the Board of Education packet.
Examines invoices and routine bills and alerts the Chief Financial Officer to any significant fluctuations in expenses prior to payment.
Provides support for other business office processes and procedures as necessary.
Other duties as assigned.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associate degree with emphasis in accounting and/or business administration preferred (Bachelor's degree in accounting and/or business administration also preferred), or equivalent work experience.
Minimum of two years' experience with computerized accounting systems, including accounts payable and/or general bookkeeping, required.
Minimum of two years' experience in a Michigan public school finance/business office preferred.

Language Skills

Ability to read and comprehend instructions, short correspondence and memos.
Ability to write correspondence.
Ability to effectively present information in one-on-one and small group situations to students, staff and parents.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume.
Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to apply common sense understanding to carry out written or oral instructions.
Ability to deal with problems involving concrete variables in standardized situations.

Human Relation Skills

Ability to project a pleasant personality.
Ability and desire to work cooperatively with staff, students and parents.
Knowledge of telephone courtesy and procedures.

Knowledge, Skills and Abilities

Ability to work well with others in a fast-paced environment, handle multiple projects, establish priorities and resolve problems.
Self-directed, organized and able to meet strict deadlines with accuracy; detail oriented with very strong organizational skills.
Excellent written and oral communication skills along with impeccable customer service skills.
Accurate data entry skills.
Ability to maintain a high degree of confidentiality with highly sensitive information about district employees and vendors.
Experience and aptitude in the use of computerized financial software systems, spreadsheets (Microsoft Excel) and word processing (Microsoft Word).
Knowledge of the Michigan Public Schools Accounting Manual (Bulletin 1022).

Travel Requirements

Travels to school district buildings and professional meetings as required.

Work Schedule

8:00 am to 4:30 pm
Year-round schedule

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; repeat the same hand, arm or finger motion to operate computers or the office machines; and talk or hear. The employee is occasionally required to stand or walk. The employee must frequently push or pull up to 25 pounds and occasionally up to 75 pounds. Specific vision abilities required by this job include close vision and ability to tell differences among colors.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required; however, it is not an exhaustive list of the duties performed for this position.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Status: Non-unit, Individual Employment Contract

Specialist - Purchasing & Accounts Payable