Accounts Payable Specialist, Senior

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Job Title: Accounts Payable Specialist, Senior (2026-2027) and Requisition ID number: 104288

Close Date: No established closing date; open until filled

Organizational Unit: Accounts Payable & Vendor Support (10000164)

Site: Davis Center (0001)

FTE : 1.0 FTE ; this is based on full-time equivalency with 1.0 being full time

Union: AFSCME(29)

Functional Area: Clerical

Salary Range: $30.66-$41.40

Benefits: Dental insurance | Health insurance | Vision insurance | Paid time off | HSA & FSA | Retirement plan

Resume and Cover Letter are mandatory to apply for any position.

SUMMARY

Under general supervision, plans, assigns, directs and reviews the work of assigned staff; and provides difficult, technical, complex or specialized financial, business and accounting office support; processes accounts payable invoices, reconciles vendor statements, reviews and enters data, processes transactions, verifies data integrity and ensures accuracy and timely payments.

ESSENTIAL FUNCTIONS -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following :

• Provides lead direction, training and work review to assigned staff; organizes and assigns work, sets priorities and follows-up to ensure coordination and completion of assigned work.
• Receives and verifies invoices for goods and services; ensures that the transactions comply with MPS financial policies, controls and procedures; verifies information with site/department that goods were received, or service was provided.
• Determines proper use of account codes, object codes, discount, and payment terms; processes invoices for payment.
• Reconciles monthly statements from vendors.
• Answers vendor inquiries in reference to payments, data, receipt of goods, etc.
• Maintains updated vendor files; establishes and maintains complex records/filing system of accounts payable vendor files and other financial records, including invoices for retrieval/review by auditors.
• Trains new and temporary personnel regarding accounts payable transactions.
• Supervises the weekly 3rd party payroll system; coordinates efforts with Payroll Unit to reconcile 3rd party vendor payments.
• Confirms accuracy of totals of invoices processed to totals paid to vendors; acts as back-up for maintaining spreadsheet compiling total invoice amounts processed on a daily basis; investigates discrepancies and make corrections as needed.
• Maintains files for independent contractors; monitors the payments to independent contractors so that payments and tax codes are accurate; continually compares total payment amounts made to contractors against the total amount of their contract to avoid overpayment.
• Verifies tax codes for contractors in preparing to process 1099s; matches and collates vendor numbers in the event there are duplicates; prepares 1099s for mailing; ensures that the paperwork related to the processing of 1099s is done in an accurate and timely manner.
• Performs investigative transactions to ensure that payments are processed within budget amounts and have proper approval.
• Prepares journal entries and /or uploads in SAP.
• Demonstrates courteous and cooperative behavior when interacting with students, clients, visitors, and MPS staff; acts in a manner that promotes a harmonious and effective workplace environment
• Enthusiastically promotes the Superintendent's goals and priorities in compliance with all policies and procedures.
• Maintains absolute confidentiality of work-related issues, records and MPS information.

Strategic & Analytical Skills

• Root Cause Analysis: The ability to investigate and resolve complex discrepancies (e.g., price variances, quantity mismatches, and shipping errors) without constant managerial oversight.
• Process Improvement: Skill in evaluating current AP workflows and successfully implementing Lean/Agile methodologies to reduce processing times and operational costs.

Financial & Accounting

• End-to-End AP Mastery: Deep understanding of the entire procure-to-pay (P2P) cycle, including purchase orders, goods receipts, and invoice processing.

• Compliance & Controls: Expertise in enforcing internal financial controls, ensuring segregation of duties, and preventing fraudulent transactions or duplicate payments.
• Regulatory Knowledge: Strict adherence to tax compliance, including understanding 1099 reporting requirements, sales and use tax, and cross-border payment regulations.

Communication & Relationship Management

• Vendor Relations: High-level negotiation and dispute resolution skills to handle complex vendor inquiries, maintain supply chain partnerships, and negotiate early payment discounts.
• Cross-Functional Collaboration: The ability to act as a bridge between the finance department, procurement teams, and department heads to resolve budget or PO issues.

Advanced Technical & System Skills

• ERP Proficiency: Mastery of ERP systems such as SAP, Oracle, or Microsoft Dynamics 365 is essential.
• Automation: Experience managing and optimizing automated AP workflows, including Optical Character Recognition (OCR) software, automated invoice matching (e.g., 3-way matching).
• Data Analytics: Ability to utilize tools like Microsoft Excel (PivotTables, VLOOKUPs) or basic SQL/Power BI to audit spending, forecast cash flow, and track AP metrics (e.g., Days Payable Outstanding).

MINIMUM QUALIFICATIONS

Education, Training and Experience Guidelines


High School Diploma/GED; AND four (4) years of Accounts Payable experience; OR an equivalent combination of education, training and experience as determined by Human Resources.

Knowledge of:

• Basic supervisory principles and practices.
• Accounting and budgeting principles and methods, including grant fund and special fund procedures.
• Applicable policies, procedures and regulations covering specific areas of assignment.
• Principles and practices of auditing financial documents and records.
• Specialized MPS and state agency accounting software applications.
• Principles of record keeping and records management.
• Personal computers utilizing standard and specialized software applications.

Skill in:

• Planning, directing and reviewing the work of others on a day-to-day basis.
• Instructing others in work procedures.
• Maintaining accurate accounting records, and identifying and reconciling errors.
• Analyzing and resolving varied financial office administrative problems.
• Organizing, researching and maintaining financial files.
• Reviewing financial documents for completeness and accuracy.
• Reviewing, posting, balancing and reconciling financial records.
• Performing mathematical calculations with skill and accuracy.
• Entering numerical data into a computer system with speed and accuracy.
• Establishing and maintaining effective working relationships with co-workers.
• Effective verbal and written communication.

LICENSE AND CERTIFICATION REQUIREMENTS

A valid Minnesota State Driver's License may be required.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment which requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. A job in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work and heavy phone usage.

ORGANIZATIONAL INFORMATION • Bargaining Unit: AFSCME • Grade: A17 • FLSA Status: Non-Exempt • Job Group: Finance & Accounting • Revised: April 26, 2017

Final candidates may be invited to interview with a committee. Final appointment to this position will be contingent upon passing a criminal background check.


COMMITMENT TO DIVERSITY:


Diversity is one of Minneapolis Public Schools core values and is essential to our goal of putting children first and making them college-ready. Diversity of our workforce provides us with a competitive advantage and allows us to better understand, communicate with and educate our diverse student body. Minneapolis Public Schools will not deny anyone the opportunity for training or employment because of race, color, creed, religion, national origin, gender or gender identity, marital status, status with regard to public assistance, disability, sexual orientation, age, family care leave status, or veteran status.

Minneapolis Public Schools strongly encourages diverse candidates to apply.

Posting Notes: | [No Established Closing Date] | Accounts Payable & Vendor Support (10000164) | Davis Center (0001) | Clerical