Accounts Payable Specialist

Accounts Payable Specialist Department: Business Office Reports To: Chief Financial Officer Location: 4864 Lapeer Rd., Kimball, Michigan 48074 FLSA Status: Non-Exempt Employment Type: Full-Time Compensation: Hourly ($17.50 – $22.50), Based on Experience Position Summary: The Accounts Payable Specialist is responsible for supporting the day-to-day accounts payable and purchasing functions for multiple schools, including processing invoices, payments, purchase orders, vendor documentation, and contract tracking while ensuring compliance with organizational procedures. This role serves as a key support contact for school staff and vendors, assists with reporting, reconciliations, audits, and training, and provides exceptional customer service while helping maintain efficient finance operations. Essential Duties and Responsibilities: ● Monitor the AP emails, organize invoices, and process approved invoices through the finance system for all schools. ● Once approved enter and process recurring invoices, including but not limited to EduStaff, WillSub, utilities, food service suppliers, and purchase cards. ● Perform scheduled check runs and process EFT payments for utilities, suppliers, and other school vendors. ● Monitor payments for unorthodox, unallowable, or inconsistent purchase and practices. ● Process Purchase Orders (POs) and serve as the school's primary contact for major vendors, including but not limited to Amazon, School Specialty, and Staples. ● Assist schools with Amazon ordering. ● Assist schools with finding local vendors for specific maintenance needs. ● Process Prepaid Checks for any ACH payments processed by the schools monthly. ● Maintain W9s for vendors. ● Obtain Certificate of Insurance from service providers. ● Track all vendor contracts and expiration dates. ● Notify CFO or building admins of any upcoming contract expirations. ● Assist with Bid Processes for schools as needed. ● Execute annual 1099 processing. ● File annual unclaimed property reports by July 1 each year. ● Track/monitor all rental contracts for schools; obtaining COI, collecting charges for rentals, and obtaining approvals for the rental. ● Provide all necessary reports to school administration and auditors. ● Reconcile third-party sub-provider data on a regular basis. 2 | Page ● Produce AP/AR related journal entries as needed. ● Provide training, support, and communication to school employees on the purchasing and deposit processes. ● Process mileage and conference forms submitted by the schools. ● Prepare correspondence such as letters, memos, email, reports, and forms as it pertains to the role. ● Manage supply closet inventory for the business office as required. ● Ensure compliance with state and federal reporting requirements. ● Help maintain accurate financial records in accordance with the Michigan Public School Accounting Manual (Bulletin 1022). ● Maintain organized files, both physical and electronic. ● Consistently models integrity, accuracy, accountability, professionalism, collaboration, and a commitment to continuous improvement in all financial team responsibilities. ● Maintain the ability to provide short-term assistance to other finance areas during peak periods to ensure departmental continuity. ● Assists in the preparation of special projects. ● Performs other related duties in the department as assigned.

Qualifications:

● Associate’s or in Accounting, Finance, Business Administration, or a related field (preferred). ● Minimum of three years of accounting experience. ● Proficiency in SMART systems (preferred). ● Solid understanding of accounting principles and financial reporting. ● Exceptional attention to detail, accuracy, and problem-solving ability. ● Strong organizational and time management skills with the ability to meet deadlines. ● Demonstrated ability to maintain confidentiality and handle sensitive information with discretion. ● Effective communication and customer service skills for interaction with staff and vendors. ● Ability to interpret and apply payroll policies, procedures, and regulations. ● Advanced proficiency in Microsoft Excel. Working Conditions: ● Office environment within a school central office. ● May require occasional extended hours to meet deadlines. ● Frequent use of computers, standard office equipment and software applications.