Accounts Payable and Purchasing Specialist

Accounts Payable & Purchasing Specialist

Responsible for the accurate and timely processing of district accounts payable, purchasing, activity account, cash receipting, and related financial transactions. Reviews and processes invoices, purchase orders, requisitions, receipts, and vendor information; maintains accurate financial and purchasing records; assists district staff and vendors with purchasing and payment-related questions; and ensures transactions are processed.

Qualifications:

Education/Certification: High school diploma or GED required; Bachelor Degree preferred. Additional coursework or training in accounting, finance, or business preferred.

Special Knowledge/Skills: Knowledge of accounts payable, purchasing, cash receipt, and basic accounting principles. Knowledge of purchasing procedures and applicable laws, regulations, and district policies. Ability to accurately review and process invoices, purchase orders, requisitions, receipts, and payment documentation. Ability to identify and resolve discrepancies involving invoices, orders, shipments, and vendor accounts. Ability to maintain accurate, organized, and auditable financial records. Ability to work accurately with numbers and meet established deadlines. Proficiency in accounting, financial management, spreadsheet, database, word-processing, and purchasing software. Strong organizational, communication, customer service, and interpersonal skills. Ability to maintain confidentiality of financial and vendor information.

Experience: 23 years of accounts payable, accounting, purchasing, or related experience preferred. Experience with accounts payable and purchasing at a high level of responsibility preferred. Experience in a school district or public-sector environment preferred.

Major Responsibilities and Duties:

Accounts Payable:

• Receive, review, and process accounts payable invoices, requisitions, purchase orders, receipts, and related documentation for timely payment.
• Verify invoices and supporting documentation for completeness, accuracy, appropriate approvals, pricing, quantities, and compliance with purchase orders.
• Enter and process accounts payable transactions in the district's accounting system.
• Review outstanding invoices and payment documentation to ensure timely processing and resolution.
• Identify and resolve discrepancies involving invoices, purchase orders, incorrect orders, shipments, pricing, quantities, and vendor accounts.
• Communicate with vendors, district staff, and other departments as needed to resolve payment-related questions and discrepancies.
• Maintain accurate records of payments and accounts payable transactions.

Purchasing:

• Assist district staff with purchasing transactions and procedures in accordance with district policies and applicable regulations.
• Process submitted purchase orders and maintain related purchasing and vendor accounts.
• Communicate with vendors regarding product and equipment availability, pricing, invoices, purchase orders, contracts, shipments, and other purchasing matters.
• Assist in resolving problems involving incorrect orders, invoices, shipments, or vendor issues.
• Safeguard and monitor the appropriate use of district credit cards in accordance with district policies and procedures.
• Maintain vendor databases and bidder lists and process new vendor accounts and changes to existing vendor information.

Activity Accounts & Cash Receipting:

• Process activity account transactions, including purchasing, ordering, payment processing, cash receipt, and deposits as needed.
• Manage district cash receipt and depositing procedures in accordance with established internal controls and district requirements.
• Maintain accurate records of cash receipts, deposits, activity account transactions, and related documentation.
• Reconcile and maintain activity account records as assigned.

Records, Reports & Data Entry:

• Maintain accurate physical and electronic files for invoices, checks, requisitions, purchase orders, receipts, vendor records, and other financial documentation.
• Maintain vendor files and establish new vendor accounts or update existing accounts as changes occur.
• Prepare and maintain correspondence, forms, manuals, reports, purchase orders, payment authorizations, and other documents using appropriate computer applications.
• Compile, maintain, and file reports, records, and other required documentation.
• Keep financial, purchasing, vendor, and department records current and accurate.

Customer Service and Communication:

• Respond to questions from campus staff, department personnel, vendors, and other stakeholders regarding purchasing, invoices, payments, and account status.
• Receive incoming calls, answer questions, and direct calls or inquiries to the appropriate staff member or department.
• Work cooperatively with district departments, campus staff, vendors, and other stakeholders to ensure accurate and timely processing of purchasing and financial transactions.
• Maintain confidentiality of financial, vendor, and district information.

Department Operations:

• Manage and coordinate the use of district vehicles in accordance with established procedures.
• Sort and distribute incoming mail and packages on a daily basis.
• Keep informed of and comply with state and district policies, regulations, procedures, and internal controls applicable to assigned duties.
• Follow district safety protocols and emergency procedures.

Competitive Salary: To be determined by breadth of experience and the LVISD Salary Schedule

Generous Benefits: TRS Active-Care - The District pays $445 a month toward the employee health insurance premiums; vision and dental offered; cafeteria plan available.