Accounts Payable Specialist

Accounts Payable Specialist

The Accounts Payable Specialist is responsible for supporting the day-to-day accounts payable and purchasing functions for multiple schools, including processing invoices, payments, purchase orders, vendor documentation, and contract tracking while ensuring compliance with organizational procedures. This role serves as a key support contact for school staff and vendors, assists with reporting, reconciliations, audits, and training, and provides exceptional customer service while helping maintain efficient finance operations.

Essential Duties and Responsibilities:

• Monitor the AP emails, organize invoices, and process approved invoices through the finance system for all schools.
• Once approved enter and process recurring invoices, including but not limited to EduStaff, WillSub, utilities, food service suppliers, and purchase cards.
• Perform scheduled check runs and process EFT payments for utilities, suppliers, and other school vendors.
• Monitor payments for unorthodox, unallowable, or inconsistent purchase and practices.
• Process Purchase Orders (POs) and serve as the school’s primary contact for major vendors, including but not limited to Amazon, School Specialty, and Staples.
• Assist schools with Amazon ordering.
• Assist schools with finding local vendors for specific maintenance needs.
• Process Prepaid Checks for any ACH payments processed by the schools monthly.
• Maintain W9s for vendors.
• Obtain Certificate of Insurance from service providers.
• Track all vendor contracts and expiration dates.
• Notify CFO or building admins of any upcoming contract expirations.
• Assist with Bid Processes for schools as needed.
• Execute annual 1099 processing.
• File annual unclaimed property reports by July 1 each year.
• Track/monitor all rental contracts for schools; obtaining COI, collecting charges for rentals, and obtaining approvals for the rental.
• Provide all necessary reports to school administration and auditors.
• Reconcile third-party sub-provider data on a regular basis.
• Produce AP/AR related journal entries as needed.
• Provide training, support, and communication to school employees on the purchasing and deposit processes.
• Process mileage and conference forms submitted by the schools.
• Prepare correspondence such as letters, memos, email, reports, and forms as it pertains to the role.
• Manage supply closet inventory for the business office as required.
• Ensure compliance with state and federal reporting requirements.
• Help maintain accurate financial records in accordance with the Michigan Public School Accounting Manual (Bulletin 1022).
• Maintain organized files, both physical and electronic.
• Consistently models integrity, accuracy, accountability, professionalism, collaboration, and a commitment to continuous improvement in all financial team responsibilities.
• Maintain the ability to provide short-term assistance to other finance areas during peak periods to ensure departmental continuity.
• Assists in the preparation of special projects.
• Performs other related duties in the department as assigned.

Qualifications:

• Associate's or in Accounting, Finance, Business Administration, or a related field (preferred).
• Minimum of three years of accounting experience.
• Proficiency in SMART systems (preferred).
• Solid understanding of accounting principles and financial reporting.
• Exceptional attention to detail, accuracy, and problem-solving ability.
• Strong organizational and time management skills with the ability to meet deadlines.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Effective communication and customer service skills for interaction with staff and vendors.
• Ability to interpret and apply payroll policies, procedures, and regulations.
• Advanced proficiency in Microsoft Excel.

Working Conditions:

• Office environment within a school central office.
• May require occasional extended hours to meet deadlines.
• Frequent use of computers, standard office equipment and software applications.