Accounts Payable & Purchasing Specialist

Accounts Payable & Purchasing Specialist

River Oaks Baptist School is seeking an organized, detail-oriented, and service-minded Accounts Payable & Purchasing Specialist to join our Business Office team. The ideal candidate will have experience in accounts payable, purchasing, or related business office operations and a desire to contribute to the mission and values of a Christian school community.

Reporting to the Director of Finance, the Accounts Payable & Purchasing Specialist manages the school's accounts payable and purchasing processes and provides day-to-day office operations support. This position ensures accurate and timely payments, responsible purchasing, well-maintained vendor and financial records, and reliable support for the school community.

Key Responsibilities:

Accounts Payable:

• Receive, review, code, and process invoices, confirming accuracy, approval, supporting documentation, and account coding.
• Match invoices to purchase orders, receipts, or contracts; enter transactions in the school's accounting system; process approved checks, ACH payments, credit card payments, and other authorized disbursements.
• Maintain vendor records, reconcile statements, resolve discrepancies, respond to payment inquiries, and monitor invoices to ensure timely payment.
• Maintain complete electronic and physical records and assist with account reconciliations, month-end and year-end close, audits, and reporting.

Purchasing:

• Manage purchasing from request through delivery and payment, including purchase orders and recurring purchases for school, classroom, office, and equipment needs.
• Confirm approvals, budget availability, and compliance with School policies; research products and vendors and obtain and compare quotes when appropriate.
• Coordinate orders, pricing, delivery, returns, credits, and discrepancies; track open purchase orders and confirm receipt of goods and services.
• Maintain purchasing records, support departments with purchasing and budget questions, monitor spending, and recommend cost savings and process improvements.

Office Operations and School Support:

• Maintain common areas and office supplies, including stocking coffee bars, maintaining copy paper inventory, monitoring postage machine, and keeping the supply closet organized and appropriately stocked.
• Coordinate routine office services and deliveries, including bottled water service, receipt and distribution of mail, and related vendor relationships.
• Provide scheduled or as-needed operational coverage, including reception, carpool, lunchroom, and other School duties.
• Provide responsive, professional service to employees and vendors; maintain confidentiality; and perform other accounting, purchasing, administrative, and school support duties as assigned.

Qualifications:

• High school diploma or equivalent; a college degree in accounting, finance, business administration, or a related field is preferred.
• Prior experience in accounts payable, purchasing, bookkeeping, accounting support, or a related role; three or more years of relevant experience is preferred.
• Working knowledge of invoice processing, purchase orders, vendor management, account reconciliation, financial controls, and recordkeeping.
• Proficiency with Microsoft Office, particularly Excel, and experience using financial management software; Blackbaud Financial Edge experience is preferred.
• Strong organizational skills and attention to detail, with sound judgment and a commitment to accuracy and confidentiality.
• Ability to work independently, take initiative, manage competing priorities, and adapt to changing needs.
• Strong communication and interpersonal skills, with the ability to build professional relationships and follow established policies and procedures.
• Experience in an independent school, nonprofit organization, or similar environment is preferred.
• A vibrant Christian faith and a desire to work in a Christian environment while supporting the mission, values, and community standards of the school.
• Successful completion of background checks and verifications.

River Oaks Baptist School