Admin. Specialist : Accounts Payable

Botetourt County Public Schools

Job Descriptions

www.bcps.k12.va.us

JOB CLASS:   Admin. Specialist:  Accounts Payable12/260/8

GROUP: Classified

FLSA STATUS: Non-Exempt

GRADE: 120

SALARY RANGE: $38,842 to $81,696

GENERAL RESPONSIBILITIES:

Performs a variety of professional accounts payable duties required to analyze, verify, and reconcile accounts payable records.  Prepare financial reports, processing invoices and prepare vendor payments.

ESSENTIAL TASKS: 

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• Review and verify invoices and check requests
• Sort, code and match invoices
• Set invoices up for payment
• Enter and upload invoices into system
• Track expenses and process expense reports
• Prepare and process electronic transfers and payments
• Prepare and perform check runs
• Post transactions to journals, ledgers and other records
• Reconcile accounts payable transactions
• Prepare analysis of accounts
• Monitor accounts to ensure payments are up to date
• Research and resolve invoice discrepancies and issues
• Maintain vendor files
• Correspond with schools and vendors and respond to inquiries
• Produce monthly reports
• Assist with month end and year end closing
• Provide supporting documentation for audits
• Process 1099’s
• Administer and manage public auction items
• Serve as administrator for the division's JP Morgan credit card program
• Administer travel reimbursement processes and verify travel reimbursement accuracy
• Coordinate with the County Treasurer regarding accounts payable documentation
• Train newly hired bookkeepers on division financial policies and procedures
• Troubleshoot system issues
• Provide guidance to school bookkeepers regarding audit requirements, reporting procedures, and financial processes
• Administer travel reimbursement processes
• Create and maintain the division-wide Accounts Payable calendar
• Provide customer service to vendors, schools, and departments 
• Perform related work as required

KNOWLEDGE, SKILLS AND ABILITIES: 

Thorough knowledge of accounting principles and practices; knowledge of the principles of underlying state and local laws and regulations pertaining to accounts payable accounting policies; ability to follow complex oral and written directions and to prepare complex fiscal reports; ability to establish and maintain effective working relationships with school officials, associates and the general public.

EDUCATION AND EXPERIENCE: 

Any combination of education and experience equivalent to a bachelor’s degree in accounting,

business administration, or a related field. Can demonstrate knowledge of the theory, methods, principles, and practices of accounting management.  Ability to analyze and evaluate financial and accounts payable data and methods; ability to resolve problems; capable of preparing appropriate statements and reports; ability to effectively use automated financial systems; and ability to communicate effectively, both orally and in writing.

 A comparable amount of training and experience may be substituted for the minimum qualifications.

PHYSICAL REQUIREMENTS: 

Some standing, walking, moving, climbing, carrying, bending, kneeling, crawling, reaching, handling, pushing, and pulling.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

SPECIAL REQUIREMENTS:

None

Last Update:  May 2026