Specialist - Purchasing & Accounts Payable

Lake Shore Public Schools•St. Clair Shores, MI

About The Position

The Purchasing and Accounts Payable position records and processes all payable transactions for the district using fund accounting in accordance with the Michigan Public Schools Accounting Manual and generally accepted accounting principles, and maintains accurate, systematic financial records. Primary responsibilities include accounts payable and purchasing procedures. The position also supports other business office processes and procedures as necessary. This role follows a year-round schedule from 8:00 a.m. to 4:30 p.m. It includes travel to school district buildings and professional meetings as required. The position is a non-unit position under an individual employment contract. The employee regularly sits, repeats hand, arm, or finger motions to operate computers or office machines, and talks or hears. The employee occasionally stands or walks, frequently pushes or pulls up to 25 pounds, and occasionally pushes or pulls up to 75 pounds. Close vision and the ability to distinguish colors are required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

At least two years of experience with computerized accounting systems, including accounts payable and/or general bookkeeping.
Ability to read and comprehend instructions, short correspondence, and memos, and to write correspondence.
Ability to present information effectively in one-on-one and small-group situations to students, staff, and parents.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume, and apply basic algebra and geometry concepts.
Ability to use common-sense understanding to carry out written or oral instructions and deal with problems involving concrete variables in standardized situations.
Ability to work well with others in a fast-paced environment, handle multiple projects, establish priorities, and resolve problems.
Self-directed, organized, detail-oriented, and able to meet strict deadlines accurately, with strong organizational skills.
Excellent written and oral communication and customer service skills.
Accurate data-entry skills.
Ability to maintain a high degree of confidentiality regarding sensitive information about district employees and vendors.
Experience and aptitude using computerized financial software systems, spreadsheets (Microsoft Excel), and word-processing software (Microsoft Word).
Knowledge of the Michigan Public Schools Accounting Manual (Bulletin 1022).
Ability to perform the essential duties satisfactorily, with reasonable accommodations available for individuals with disabilities.

Nice To Haves

Associate degree with an emphasis in accounting and/or business administration, or equivalent work experience.
Bachelor's degree in accounting and/or business administration.
At least two years of experience in a Michigan public school finance/business office.
Ability and desire to work cooperatively with staff, students, and parents; a pleasant personality; and knowledge of telephone courtesy and procedures.

Responsibilities

Prepare and/or coordinate district accounts payable vendor payments, and maintain invoice files and reports to support timely payment and accurate general ledger balances.
Enter payments accurately and on time in the computerized financial accounting system (AS400/Gen3).
Prepare, verify, and distribute accounts payable checks for various district funds.
Prepare and send escheat letters to payees, write off stale-dated checks, and send outstanding checks to the State of Michigan Unclaimed Property Division as required.
Maintain positive communications with vendors, administrators, and staff; inform departments of payment discrepancies; and respond to vendor inquiries regarding payment status.
Track open purchase orders and unapplied vendor credits, following up with district staff and vendors to resolve them.
Create and print reports related to accounts payable and purchasing.
Maintain an organized, updated vendor file, including W-9s, and maintain files of paid and unpaid invoices and purchase orders.
Coordinate and schedule annual shredding of documents and media files for district buildings and departments.
Process 1099s for year-end tax reporting and assist with the annual audit process as needed.
Assist in managing P-Cards and online purchasing systems such as Amazon and Staples.
Post bids to the State website.
Train and support personnel in use of the AS400/Gen3 accounting system for purchase orders and accounts payable, and train personnel in P-Card reconciliations.
Process purchase orders for the Business Office and Maintenance & Operations.
Provide monthly check register and purchasing card transaction reports for the Board of Education packet.
Examine invoices and routine bills and alert the Chief Financial Officer to significant expense fluctuations before payment.
Provide support for other business office processes and procedures as necessary.
Perform other duties as assigned.
Travel to school district buildings and professional meetings as required.