Accounts Payable Specialist

Position Summary: The Accounts Payable Specialist provides administrative, clerical, and financial support to the Woonsocket Education Department by processing, verifying, reconciling, and maintaining records of invoices, purchase orders, payment vouchers, and related financial transactions. This position is responsible for supporting accurate and timely payment of district obligations, maintaining organized accounts payable records, monitoring expenses, assisting with reporting, and helping ensure compliance with established financial procedures. The role is essential to maintaining accurate financial records, supporting positive vendor relationships, and protecting the district from errors, duplicate payments, or unintentional overpayments.

Essential Functions:

Maintains a complete, accurate, and systematic set of records for all accounts payable financial transactions of the department. Processes, verifies, and reconciles invoices, purchase orders, requisitions, payment vouchers, and related documentation. Records details of school financial transactions in appropriate journals, ledgers, financial systems, and subsidiary records. Reviews invoices and supporting documentation for accuracy, completeness, proper authorization, and compliance with established procedures. Provides clerical and administrative support necessary to pay the obligations of the organization in a timely and accurate manner. Maintains detailed records of outstanding payables and monitors payment status. Ensures the accuracy of financial documents for payment, auditing, reporting, and tax-related purposes. Helps protect the district against duplicate payments, unintentional overpayments, and processing errors. Monitors accounts payable activity to ensure payments are made to vendors in a timely manner. Communicates with vendors, staff, schools, and departments regarding invoices, purchase orders, payment status, and related questions. Assists in the preparation of reports, reconciliations, and documentation requested by the Director of Administration and Finance. Assists with budget preparation and monitoring by providing accurate accounts payable and expenditure information. Maintains confidentiality of financial, vendor, employee, and district information. Organizes and maintains accounts payable records in accordance with district procedures and applicable record retention requirements. Performs other duties and responsibilities as assigned that are consistent with the scope and purpose of this position.

Critical Skills, Experience, and Knowledge: The successful candidate should demonstrate the following: Ability to maintain strict confidentiality. Ability to work accurately and efficiently in a fast-paced office environment. Ability to adapt to shifting priorities and meet deadlines. Strong attention to detail and commitment to accuracy. Ability to exercise independent judgment, accuracy, and thoroughness. Ability to prepare, organize, and maintain accurate records and reports. Ability to follow established procedures and apply them consistently. Strong customer service skills and the ability to interact patiently, professionally, and positively with others. Ability to establish and maintain cooperative working relationships with the public, vendors, administrators, school staff, and co-workers. Strong oral and written communication skills. Ability to understand and follow oral and written instructions. High degree of patience, professionalism, and tact when working with others. Ability to work independently and demonstrate sound decision-making skills. Proficiency with spreadsheets, financial records, data entry, and computer-based systems.

Minimum Required Qualifications: High school diploma or GED required. Ability to pass an Accounting- Math Skills test with a score of 70 or higher. Three (3) to five (5) years of administrative experience in an office environment. Proficiency with computer-based systems, including Google and Microsoft products. Extensive experience using and creating spreadsheets. Ability to become proficient in the school department’s financial software.

Preferred Qualifications:

Experience in accounting or finance, with particular emphasis on accounts payable functions. Experience with iVisions financial software. Valid driver’s license and reliable transportation.