Anticipated Accounts Payable Specialist

TITLE: Accounts Payable Specialist

Starting salary around $60,000, negotiable depending on experience.

QUALIFICATIONS:

• High school diploma or equivalent required. Associate's degree or higher in accounting, business administration, finance, or a related field preferred.
• Minimum of three (3) years of accounts payable, bookkeeping, accounting, or related financial experience preferred.
• Prior experience working in a New Jersey public school district Business Office strongly preferred.
• Experience utilizing SchoolFi financial management software strongly preferred.
• Knowledge of New Jersey public school purchasing and accounts payable procedures, including purchase orders, requisitions, encumbrances, invoice processing, and payment authorization, preferred.
• Knowledge of governmental accounting practices and the New Jersey public school chart of accounts preferred.
• Proficiency with Microsoft Office and Google Workspace, including spreadsheets and electronic document management.
• Ability to accurately perform mathematical calculations, reconcile financial information, and identify discrepancies.
• Strong organizational skills with the ability to manage multiple deadlines and maintain detailed and accurate records.
• Ability to communicate professionally and effectively with administrators, staff, vendors, auditors, and members of the public.
• Ability to maintain confidentiality and exercise sound judgment when handling financial and personnel-related information.
• Successful completion of criminal history background check and other requirements established by New Jersey law and the Board of Education.
• Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

REPORTS TO: School Business Administrator/Board Secretary or Designee

JOB GOAL: To perform and coordinate the District's accounts payable functions in an accurate, timely, and efficient manner and to ensure that payments, purchase orders, vendor records, and related financial transactions are processed in accordance with New Jersey statutes and regulations, Board of Education policies and procedures, generally accepted accounting principles, and District purchasing procedures.

The Accounts Payable Specialist will support the efficient operation of the Business Office by maintaining accurate financial records, monitoring outstanding obligations, assisting District staff and vendors, and supporting the District's annual audit and year-end closing processes.

PERFORMANCE RESPONSIBILITIES:

• Process the District's accounts payable transactions accurately and timely in accordance with Board policy, administrative procedures, and applicable New Jersey laws and regulations.
• Review invoices and supporting documentation for accuracy, appropriate authorization, purchase order information, account coding, receipt of goods or services, and other required documentation prior to payment.
• Match invoices with purchase orders, receiving documentation, contracts, quotes, and other supporting records as applicable.
• Enter and maintain accounts payable transactions in SchoolFi, including invoices, purchase orders, payments, adjustments, and other related financial information.
• Review purchase orders and invoices for discrepancies and work with District staff and vendors to resolve outstanding issues prior to payment.
• Maintain accurate vendor records, including vendor contact information, W-9 forms, tax identification information, and other required documentation.
• Assist with the establishment of new vendors and verify that required documentation is received before payments are processed.
• Prepare accounts payable payment batches, check registers, bill lists, and other documentation necessary for Board approval and payment processing.
• Process payments following Board approval and established District procedures.
• Maintain appropriate segregation of duties and internal controls relating to the accounts payable and payment processes.
• Respond to vendor inquiries regarding invoices, purchase orders, payments, and account status in a professional and timely manner.
• Reconcile vendor statements and research discrepancies, duplicate invoices, credits, outstanding balances, and unapplied payments.
• Monitor outstanding purchase orders and encumbrances throughout the fiscal year and communicate with administrators and staff regarding outstanding or inactive purchase orders.
• Assist with the timely liquidation and closeout of purchase orders in accordance with District year-end procedures.
• Assist with fiscal year-end accounts payable processing, including outstanding invoices, open purchase orders, accounts payable liabilities, and other closing procedures as directed by the School Business Administrator.
• Maintain organized electronic and/or paper accounts payable records in accordance with applicable New Jersey records retention requirements.
• Prepare and maintain documentation necessary to support the District's annual financial audit and provide requested records to auditors and Business Office administration.
• Assist in responding to audit inquiries and researching accounts payable transactions as requested.
• Assist with the preparation, review, and distribution of IRS Form 1099 information and maintain appropriate vendor tax documentation.
• Monitor accounts payable transactions for duplicate payments, incorrect amounts, inappropriate account coding, missing approvals, or other irregularities and promptly bring concerns to the attention of the School Business Administrator or designee.
• Verify that goods and services are not processed for payment without appropriate purchasing authorization and supporting documentation in accordance with District purchasing procedures.
• Assist District employees with questions regarding requisitions, purchase orders, invoices, receiving procedures, vendor documentation, and accounts payable requirements.
• Communicate with administrators and staff regarding incomplete or missing documentation and follow up as necessary to ensure timely processing.
• Maintain a working knowledge of District purchasing procedures and applicable New Jersey public school purchasing requirements.
• Assist with maintaining accurate expenditure and encumbrance information within the District's financial management system.
• Review accounts payable reports and other financial reports for accuracy and investigate discrepancies as necessary.
• Assist with the preparation of financial reports, schedules, reconciliations, and other Business Office projects as assigned.
• Participate in training related to SchoolFi, New Jersey school finance, purchasing, accounts payable, internal controls, and other areas relevant to the position.
• Maintain confidentiality of District financial, employee, vendor, and other sensitive information.
• Provide cross-training and support to other Business Office functions when necessary to maintain continuity of operations.
• Perform other duties and responsibilities related to the position as assigned by the School Business Administrator/Board Secretary or designee.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of accounts payable and basic accounting principles.
• Understanding of purchase orders, encumbrances, invoices, credits, and payment processing.
• Familiarity with New Jersey public school finance and purchasing procedures.
• Experience working with SchoolFi or comparable New Jersey school financial management software, with SchoolFi experience strongly preferred.
• Strong attention to detail and commitment to accuracy.
• Ability to identify inconsistencies and independently research financial discrepancies.
• Ability to prioritize work and meet weekly, monthly, fiscal year-end, and audit deadlines.
• Strong written and verbal communication skills.
• Ability to work collaboratively as part of the Business Office team.
• Ability to interact professionally with District employees, administrators, vendors, auditors, and members of the public.

TERM OF EMPLOYMENT: Salary, work year, benefits, and other conditions of employment shall be established by the Board of Education.

EVALUATION: Performance of this position shall be evaluated annually in accordance with Board policy and applicable law by the School Business Administrator/Board Secretary or designee.