Accounts Payable Specialist

SCHOOL DISTRICT OF SUWANNEE COUNTY
ACCOUNTS PAYABLE SPECIALIST
REPLACES: Lori Torres (Re-assigned)
SALARY: $35,429.00 -$47,917.00 (per the 2026-2027 Salary Schedule)
JOB DESCRIPTION
QUALIFICATIONS:

1. High School Diploma, two (2) years of college is preferred.
2. Minimum of two (2) years experience in bookkeeping, accounting, record keeping or an equivalent combination of training and experience.
3. Or other appropriate certificates/licenses required by the District.
4. Satisfactory criminal background check and drug screening.

Note: Beginning January 1, 2026, new hires must be screened through the Clearinghouse ( information on the Clearinghouse is available at  https://info.flclearinghouse.com )            

KNOWLEDGE, SKILLS AND ABILITIES:
Ability to read and interpret State Board Rules, School Board policies, and appropriate state and federal statutes.  Ability to synthesize, assimilate and analyze information for collective bargaining purposes.  Knowledge of governmental accounting, financial reporting, applicable Florida statutes and rules.  Ability to use computer systems and applications.  Ability to communicate orally and in writing. Knowledge and skill in the interpretation and application of general accounting principles and cash control standards.  Ability to handle multiple tasks in a professional and courteous manner.
REPORTS TO:                                                                                                                                                                                 
Chief Financial Officer

JOB GOAL
To ensure that accounting records are properly maintained, financial reports and payments are completed accurately and in a timely manner and workflow within the department is appropriately coordinated.

 
SUPERVISES:                                                                                                                                                                                   
N/A
PERFORMANCE RESPONSIBILITIES:
Service Delivery

1. Process all invoices and pay requests for payment including checking for accuracy, entering information into the system, printing checks and preparing checks for disbursement to vendors.
2. Maintain file of all backup for expenditures and numerical file of all purchase orders issued.
3. Serve as contact person for all vendors, auditors and administrators.
4. Work with Project Manager(s) on payment of all vendors concerning all construction in progress and major projects.
5. Prepare and post journal entries, updates, encumbrances, District financial records, material center report and all other entries as required.
6. Prepare purchase orders for finance, order and maintain supplies for finance.
7. Maintain files and process all utility and phone expenditures.
8. Prepare and reconcile monthly warrant/check register.
9. Process and enter into system all lunchroom invoices.
10. Order, issue to bookkeepers/secretaries and maintain log of all receipt books.
11. Work with bookkeepers, principals and administrators on budget information relative to processing purchase orders, budget amendments and over-expenditures.
12. Run all jobs regarding purchase order requisitions.
13. Print on-line purchase orders.
14. Contact person for purchase order requisition system.
15. Maintain accurate coding of capitalized expenditures.
16. Prepare backup of capitalized expenditures for maintenance/property records department.
17. Balance monthly and yearly data with property records department.
18. Prepare and reconcile all 1099 expenditure reports.
19. Print and disburse 1099's to applicable vendors.
20. Serve as contact person for Internal Revenue Service.
21. Complete all entries and run all jobs necessary for accurate closing of fiscal year.
22. Prepare letter to Auditor General upon completion of closing of fiscal year.
23. Run all payroll to finance jobs into finance to complete payroll run.
24. Assist payroll clerk in printing payroll checks.
25. Process and print deduction and contribution checks for payroll.
26. Coordinate and manage all work flow of accounts payable.
27. Monitor the daily functions of the Accounts Payable department.
28. Review and obtain approval for all direct pay requests.
29. Perform analyses of utility expenditures.
30. Assist the Chief Financial Officer and Finance Supervisor for Special Projects in maintaining contractor document files and review pay requests for accuracy.
31. Process journal entries for print shop orders, transportation charge backs, extended day snacks, commodity transfers from Food Service and Food Service utility cost.
32. Assist the Chief Financial Officer with year end closing.
33. Assist in the preparation of confidential material for use in the collective bargaining process.
34. Perform internal audit of employee cell phone usage for district provided cell phones.
35. Process travel vouchers.
36. Process consortium or other entity reimbursements.
37. Review all online requisitions as the finance department representative.
38. Research and report to the Payroll department any posting errors for correction.
39. Review/submit 1099 miscellaneous forms to IRS annually.

 
Inter/Intra-Agency Communication and Delivery

1. Coordinate quarterly bookkeepers/secretaries meetings.
2. Coordinate with school sites/departments on accounting issues and problems.
3. Coordinate with the Information Services Department on accounting program issues.
4. Assist with the development and implementation of procedures recommended in audit reports.
5. Respond to inquiries and concerns in a timely manner.
6. Keep supervisor informed of potential problems or unusual events.
7. Provide oversight and direction for cooperative planning with other agencies.

 
Professional Growth and Development

1. Provide assistance to schools in the management of internal accounts and reimbursements.
2. Maintain a network of peer contacts through professional organizations.
3. Keep informed and disseminate information about current research, trends and best practices in area of responsibility.
4. Maintain expertise in assigned areas to fulfill project goals and objectives.
5. Facilitate the development, implementation and evaluation of staff development activities in assigned areas.
6. Attend training sessions, conferences and workshops as assigned to keep abreast of current practices, programs and legal issues.
7. Update personal knowledge and skills in fiscal accounting and reporting.

 
System Support

1. Exhibit interpersonal skills to work as an effective team member.
2. Follow federal and state laws, as well as School Board policies, rules and regulations.
3. Demonstrate support for the School District and its goals and priorities.
4. Demonstrate initiative in identifying potential problems or opportunities for improvement.
5. Prepare all required reports and maintain all appropriate records.
6. Participate in cross-training activities as required.
7. Perform other tasks consistent with the goals and objectives of this position
8. Make periodic financial reports for federal and state grants.
9. Coordinate with the Educational Technology Department in developing plans, procedures, and reports which meet the requirements of the district's accounting functions.
10. Represent the district in a positive and professional manner.
11. Develop or assist in developing the budget for federal programs and monitor its implementation as required.
12. Prepare or assist in the preparation of all required reports and maintain all appropriate records.

 
Leadership and Strategic Orientation

1. Provide training for school bookkeepers and financial support personnel.
2. Provide leadership and direction for assigned areas of responsibility.
3. Provide leadership and guidance in the development of annual goals and objectives for assigned department.
4. Assist in implementing the district's goals and strategic commitment.
5. Exercise proactive leadership in promoting the vision and mission of the district.
6. Set high standards and expectations and promote professional growth for self and others.
7. Utilize appropriate strategies and problem-solving tools to make decisions regarding, planning, utilization of funds, delivery of services and evaluation of services provided.
8. Demonstrate initiative in identifying potential problems or opportunities for improvement and take appropriate action.
9. Use appropriate styles and methods to motivate, gain commitment and facilitate task accomplishment.
10. Shall assume additional responsibilities as assigned by the Superintendent or Chief Financial Officer.

 
*Essential Performance Responsibilities
PHYSICAL REQUIREMENTS:  
Light Work:  Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force  as frequently as needed  to  move objects.
TERMS OF EMPLOYMENT:
Salary and benefits shall be paid consistent with the District's approved compensation plan.
Length of the work year and hours of employment shall be those established by the District.
EVALUATION:                               
Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of personnel.
Applicant must hold appropriate certification or show evidence of appropriate certification eligibility for this position.
Application Deadline: 4:00 p.m. on the date listed above.
The district reserves the right at any time to extend the deadline without consideration of any pending application.
Applicant will be held responsible for obtaining proper certification as required by Florida law and NCLB guidelines.
Recommendation is contingent upon copies being on file.
Interested individuals may obtain information and assistance from:
Department of Human Resources                   
Suwannee County School Board
1740 Ohio Avenue South
Live Oak, FL 32064
(386) 647-4634  * (386) 364-2635 (FAX)
The Suwannee County School Board does not discriminate on the basis of race, color, national origin, sex, disability, marital status or age in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups and complies with Federal and State Laws regarding the Americans with Disabilities Act (ADA).  If you anticipate that you may need special assistance or accommodation in any aspect of School life, please contact the Human Resources Dept. at 386-647-4634.  Suwannee County School Board is a drug-free educational institution/drug-free workplace.  Preference in appointment will be given to eligible veterans and spouses.