Position Type

Date Posted

Location

Date Available

Closing Date

HOOVER-SCHRUM MEMORIAL SCHOOL DISTRICT

JOB DESCRIPTION: ACCOUNTS PAYABLE SPECIALIST

JOB SUMMARY

The Accounts Payable Specialist supports the financial operations of the District by ensuring the accurate, timely, and compliant processing of accounts payable, student activity funds, and purchasing functions. This position assists the Business Office in maintaining financial integrity, supporting audits, ensuring compliance with Illinois School Code, ISBE requirements, Board Policy, and providing training and support to staff on financial procedures.

ESSENTIAL JOB FUNCTIONS AND DUTIES

Accounts Payable & Disbursements

• Process all vendor invoices accurately and in a timely manner
• Verify invoice accuracy, coding, approvals, and supporting documentation prior to payment
• Prepare and process checks and/or electronic payments for:
  • District operating accounts
  • Student activity fund accounts
• Mail or distribute payments and remittance documentation
• Maintain vendor records including W-9 forms and payment histories
• Track 1099-eligible vendors and assist with year-end reporting requirements
• Resolve discrepancies with vendors and District staff
• Monitor outstanding purchase orders and follow up on open or incomplete items

Purchasing & Requisition Processing

• Process purchase requisitions and purchase orders through the District's accounting system
• Process student activity fund requisitions
• Ensure proper approvals, account coding, and budget availability prior to processing
• Train and support staff in creating requisitions and approving purchase orders
• Ensure compliance with Board Policy, internal procedures, and Illinois School Code purchasing requirements

Mail & Logistics

• Receive, sort, and distribute incoming mail and packages
• Coordinate distribution of financial documents and materials across departments

Student Activity & Imprest Accounts

• Maintain accurate financial records for all student activity fund accounts
• Process checks and transactions related to student activities
• Prepare monthly bank reconciliations for:
  • Student activity accounts
  • Imprest accounts
• Ensure compliance with internal controls, audit standards, and applicable ISBE guidance

Professional Development & Tuition Reimbursement

• Track all professional development expenditures in the accounting system
• Process tuition reimbursement requests in accordance with District procedures and the CBA
• Maintain accurate records and supporting documentation for audit and compliance purposes

Grant Management & Compliance

• Pull and compile invoices and supporting documentation for grant expenditure reports
• Ensure expenditures comply with grant requirements and restricted fund guidelines
• Maintain documentation required for federal, state, and local grant compliance

Financial Tracking, Reporting & Systems

• Assist with budget tracking and expenditure analysis to support fiscal oversight
• Maintain digital filing systems for invoices, purchase orders, and financial records in accordance with record retention requirements
• Assist the Business Manager with preparation of financial reports, including Board reports and supporting documentation
• Participate in financial software upgrades, implementations, and process improvements
• Support Payroll and Human Resources coordination when expenditures overlap, including stipends and reimbursements

Audit & Internal Controls

• Assist with annual financial audits by preparing schedules, documentation, and reports
• Maintain accurate and auditable financial records
• Ensure adherence to internal controls and accounting best practices
• Maintain strict confidentiality of financial, personnel, and student-related information

Other Duties

• Provide ongoing training and support to secretarial and administrative staff on financial systems and procedures
• Perform clerical and administrative support functions for the Business Office
• Perform other duties as assigned by the Business Manager or Superintendent

JOB SPECIFICATIONS / QUALIFICATIONS

• High School Diploma required; Associate's Degree in Accounting, Business, or related field preferred
• Prior experience in accounts payable, governmental accounting, or school finance preferred
• Knowledge of accounting principles and financial systems
• Proficiency in accounting software, spreadsheets, and office applications
• Strong attention to detail, accuracy, and organizational skills
• Ability to manage multiple tasks and meet deadlines
• Strong communication and interpersonal skills

TERMS OF EMPLOYMENT

Twelve-month position

Salary $50,000 - 70,000 and benefits established by the Board of Education

EVALUATION

Performance of this position will be evaluated by the Chief School Business Official in accordance with District policy and applicable agreements.

DISCLAIMER

This job description is not intended to be all-inclusive. The employee may be required to perform other related duties as assigned to meet the ongoing needs of the District.