Finance - Accounts Payable Specialist

TERMS OF EMPLOYMENT

Classified Salary Range

Benefits Available

Accounts Payable Specialist

8.00hrs per day/260 days per year

M-F 7:30AM - 4:30PM

Shift time is subject to building needs. 

POSITION OVERVIEW

This position processes invoices and issues payments for the school district; does related work as required.  This position also maintains vendor accounts and records.  Coordinates and oversees the activities during the purchasing process; including the oversight of purchase orders, payment and accounting monitoring and invoice follow-up.  Analyzes and monitors internal, economic, and trends to forecast cost-effective vendor purchasing. The work is performed under the general supervision of the Director of Finance.

QUALIFICATIONS

• High School diploma or G.E.D. equivalent. Associates or Bachelor's degree with an emphasis in accounting/computer applications preferred.

• Knowledge of the principles and practices of accounting in a school district.
• Knowledge of the state WSIPC Skyward system or similar large-scale financial system.
• Knowledge of business office procedures and practices related to job function.
• Ability to effectively use computer applications such as Word, Excel, and Google applications.  Willingness to successfully upgrade skills in order to meet changing job conditions.
• Ability to independently solve problems within assigned areas of responsibility.
• Ability to communicate effectively both orally and in writing and maintain effective working relationships with district employees and vendors.
• Ability to maintain the confidentiality of sensitive information.
• Three (3) years of accounts payable experience using various computer applications, or any combination of education/experience/training which provides the applicant with the knowledge, skills, and abilities required to perform the duties and responsibilities listed. 

ESSENTIAL JOB FUNCTIONS

• Manage the order cycle, processing in a timely and accurate manner to include:

• Order acknowledgment, validation/integrity check of order (internal/external customers)

• Ensure amendments to orders are actioned. Approves and monitors POs in accordance with guidelines set forth.
• Prepare and monitor purchase orders by verifying specifications and price; obtaining and suggesting recommendations for supplier use to ensure cost-effectiveness.  
• Provides purchase order and procurement training district wide
• Prepare cost analysis reports.
• Maintain the purchasing policy and ensure that all purchases adhere to the policy. This includes the monitoring and oversight on the use of the MLSD credit cards and all other charge accounts.
• Collaborate with warehouse staff to monitor inventory and supply usage.
• Receive invoices, determine applicable compensating use tax charges, if any.  Obtain authorization to pay invoices, including verification of receipt of goods and services.  Record invoice payment against the appropriate purchase order.  Research and resolve invoice discrepancies and issues.
• Enter data for accounts payable warrant batches.  Reconcile batch total reports to detail invoices.  Group accounts payable batches by warrant process date, generate warrants, payment vouchers, and accounting reports.
• Maintain district vendor files; add new vendors; update vendor information as needed, and obtain W-9’s.
• Filing of annual 1099’s
• Plan and direct accounts payable processing to meet timelines.
• Reconcile vendor statements.  Contact vendors to resolve discrepancies.  Responsible for maintaining accounts in current and correct status.
• Submit warrant register to the Board Secretary for approval by the Board of Directors at each regularly scheduled board meeting.
• Works with Director of Finance on account coding and budgeting.
• Confers with and answers accounts payable questions from district employees.
• Maintain current knowledge of WSIPC procedures and operations.
• Complies with department policies and procedures.
• Attends meetings, conferences, and workshops as requested and authorized.
• Operate as district procurement specialist
• State use tax reporting
• Unclaimed property
• Other related duties as assigned. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; regular use of arms and hands (i.e. typing, inputting data, etc.)

The Moses Lake School District #161 does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation, gender expression or identity, disability, or the use of a trained dog guide or service animal and provides equal access to the Boys Scouts and other designated youth groups. Inquiries regarding compliance and/or grievance procedures may be directed to the school district’s Title IX, Civil Rights, Affirmative Action, and Equal Opportunity officer, Michelle Musso, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766-2650, mmusso@mlsd161.org; OR Section 504/ADA Coordinator, Samantha Burgess, 1620 S Pioneer Way, Moses Lake, WA 98837, (509) 766- 2670, sburgess@mlsd161.org.