Accounts Payable Specialist

Job Description

Primary Purpose:

Assist in the prompt and accurate payment of all expenses incurred by the district. Comply with all local, state and federal guidelines and procedures to process invoices, payments and maintain accurate accounting records. This position involves the performance of professional accounting work of a skilled nature. The employee works under the general supervision of the Director of Business Services and supports the work of the Business and Finance Office. Work requires independent judgment, ethical standards, attention to detail, consistency, and is confidential in nature.

Education/Certification:

High school diploma or GED; Some college/Associate’s Degree preferred

Successfully pass MISD Assessment

Special Knowledge/Skills:

• Knowledge of basic accounts payable and general accounting processes and procedures
• Ability to maintain accurate and auditable records
• Proficiency in office business machines, records management, personal computer and software to create spreadsheets, databases, and word processing
• Ability to communicate effectively, in writing and verbally, with internal and external stakeholders.
• Knowledgeable of month end reporting and year end close and IRS Form 1099 generation

Experience:

Three years of accounting, invoice and payment processing, payables reporting and/or related experience. Knowledge of Skyward or other ERP software applications for processing financial-based transactions, such as Oracle, SAP, Microsoft Dynamics, Quickbooks, etc. 

Essential Job Functions:

• Receive and process for payment all accounts payable invoices, requisitions, and purchase orders.
• Match invoices with proper purchase orders, ensure completeness and accuracy of invoices and shipments.
• Detect and resolve problems with incorrect orders, invoices, and shipments.
• Contact district personnel and vendors to correct or obtain information needed.
• Work with Budget staff to ensure adequate funding for all pending requisitions.
• Assist in the invoice approval and payment processes for all vendor invoices.
• Maintain subsidiary accounts by verifying, allocating, and posting transactions.
• Coordinate the data entry and/or automated/manual receipt of invoices into electronic financial systems for further accounting and processing. 
• Maintain physical and computerized files and records of checks, requisitions, and purchase orders.
• Communicate and/or provide electronic/automated reporting of the current status of invoices to district staff.
• Prepare correspondence using personal computer or typewriter.
• Receive incoming calls and resolve vendor and payment issues. 
• Assist the District in maintaining compliance with state, district and other regulatory policies and guidelines in regards to the Accounts Payable division. 
• Maintain confidentiality at all times.
• Report to work in a timely manner according to assigned schedule.
• Perform other duties as assigned by the supervisor or other administrator that are consistent with the general requirements and qualifications for the position.
• Generate month end and end of year reports such as invoice aging, invoices without POs, check register, unclaimed checks, etc. 

Professional Conduct:

• Demonstrate strong teamwork skills and attitude when engaging with internal and external stakeholders.
• Maintain professional interactions with staff, parents, community and visitors.
• Demonstrate the ability to remain calm and withstand pressures.
• Demonstrate flexibility to change in routine and adapt quickly to changing situations.
• Demonstrates respect, courteous to peers and visitors and assist fellow workers willingly.

Supervisory Responsibilities: 

None

Equipment Used:

Personal or laptop computer, printer, copier, fax machine, shredder, calculator, telephone, electronic mobile devices, projector, and video display monitor

Working Conditions

The working conditions described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Mental Demands:

Maintain emotional control under stress

Work with frequent interruptions

Physical Demands:

Lifting (45 pounds or more)

Carrying (45 pounds or more)

Sitting

Standing

Bending/Stooping

Kneeling

Pushing/Pulling

Repetitive hand motions

Keyboarding/mouse

Speaking clearly

Hearing

Environmental Factors:

Work inside/outside

Exposure to noise

Work prolonged or irregular hours

2025-04-11