Accounts Payable Specialist - 25/26 SY

Accounts Payable Specialist

The Accounts Payable Specialist is responsible for accurately processing, monitoring, and maintaining all accounts payable transactions for the school district. This role ensures timely payments to vendors, maintains accurate financial records, and supports compliance with district policies and state/federal regulations.

Tasks include processing invoices, purchase orders, and payment requests in a timely and accurate manner; verifying fund codes and vendor information; interpreting and applying state rules and regulations regarding accounts payable; submitting purchase order data into the system to generate warrants and reports for voucher processing; finalizing data from payment processing submission; verifying payment amounts against reports; sorting, copying, and maintaining records of all processed orders, invoices, and payments; processing EFT, prepaid card payments, travel claims; maintaining district credit and gas cards; responding to inquiries from vendors and staff regarding payment status, invoice issues, and policies; monitoring special accounts; maintaining filing system for all accounts payable documentation; operating and monitoring the reception desk as needed; assisting with year-end closing, preparation of 1099 forms and audit documentation; collaborating with purchasing and department staff to ensure smooth financial operations; maintaining confidentiality of financial information and sensitive data; and performing other duties as assigned.

Knowledge of district policies and procedures; knowledge of Uniform System of Financial Records (USFR) for Arizona School Districts; knowledge of federal and state statutes; knowledge of accounts payable processes and best practices; proficient in Microsoft Office (Excel, Word, Outlook); experience with accounting software (e.g., Infinite Visions, or similar systems) preferred; skill in attention to detail, strong organizational and time management skills; skill in identifying and resolving accounting issues; skill in following oral and written instructions; skill in establishing and maintaining effective working relationships; ability to prioritize and manage multiple tasks in a deadline-driven environment; ability to maintain a high level of accuracy and confidentiality.

Physical requirements include frequent sitting, repetitive motion, vision to monitor, and may require some lifting.

Qualifications include a high school diploma or equivalent, four (4) years of financial record keeping experience, or equivalent combination of training and experience. Additional certifications may also be required as specified by the District. Depending on the needs of the District, some incumbents in this class must be able to demonstrate fluency in both Spanish and English as a condition of employment.