Accounts Payable Specialist

ACCOUNTS PAYABLE SPECIALIST
Description of Position
The Accounts Payable Specialist enters and documents Accounts Payable transactions after they have been approved for entry by the Chief Financial Officer, including preparing purchase orders and Accounts Payable checks. This person is also responsible for the development, preparation, and management of the school-based and district annual fixed assets audits.
Areas of Responsibility
Duties include but not limited to the following:

• Keep records of financial transactions using the district accounting software
• Enter information into the District's Accounts Payable system
• Upgrade purchase orders after Superintendent approval and signature
• Distribute purchase orders to the Central Office Administrative Assistant
• Assist the Chief Financial Officer in the preparation of the budget and administration of the budget control process
• Upload all documents for each vendor to the attachment folder.
• Enter invoices and assign claim numbers in preparation for payment
• Prepare checks and give to the Chief Financial Officer for signature
• Prepare check register showing account amounts to transfer into the Accounts Payable

Account

• Balance claims docket against actual invoices entered for payment
• Distribute checks to vendors by mail or personal delivery as required
• Balance Close Purchase Orders once they are paid
• Maintain Open Purchase Orders and contact departments before they approach their limit
• Maintain vendor files in Accounts Payable software
• Maintain a physical file on all purchase orders, invoices, and Accounts Payable checks by vendor
• Answer inquiries by vendors pertaining to the status of orders and/or payment of invoices
• Safeguard purchase orders and Accounts Payable checks
• Assist in providing Accounts Payable information for auditors
• Complete reports (e.g. purchase orders, audit/edit report, claims report, check register,

etc.)

• Serve as the district Fixed Assets Coordinator
• Prepare monthly Fixed Assets Reports (deletions and summary)
• Delete all board approve inventory
• Add all inventory to the accounting system
• Hold monthly Fixed Assets meetings with School Fixed Assets Coordinators
• Assist School Fixed Assets Coordinators with annually inventory (beginning and end of the year)
• Oversee selected administrative tasks of business operations areas.
• Assists in year-end close and reporting
• Attend required staff meetings and serve, as appropriate, on staff committees
• Prepare bank transfers to appropriate funds for claims dockets.
• Must serve a backup in time of need when accounting staff is out on extended leave.
• Answer inquiries by vendors pertaining to the status of orders and/or payment of invoices
• Provide information and service to IRS, auditors, PERS, and insurance carriers
• Assist with overseeing internal controls of the Accounting Office (AP, AR and Payroll)
• Support all departments with Accounting and/or Financial service operations
• Performs such other tasks and assumes such other responsibilities as may be assigned by the Superintendent/CFO

Supervisory/Program Areas
Accounting Office personnel as requested by the Chief Financial Officer
Qualifications

• High school diploma
• Two-year business/accounting program recommended
• Two years of work experience as an Accounts Payable clerk preferred
• General knowledge in all areas of school finance
• Thorough knowledge of state, local, and federal funding
• Such other qualifications may be set by the Chief Financial Officer or Superintendent

Reports to the
Chief Financial Officer
Term of Employment
12 months (232 days)
Aberdeen School District is an Equal Opportunity/Affirmative Action/Title IX Employer and Tobacco/Drug/Gun Free Work Place