Specialist (Accounts Payable)

FORT ZUMWALT SCHOOL DISTRICT SS612 

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JOB TITLE: Accounts Payable Specialist

REPORTS TO: Accounts Payable Manager/Director of Business Services

FLSA: Non-Exempt 

Note:  Critical features of this job are described under the headings below.  They may be subject to change at any time due to reasonable accommodation or other reasons.

POSITION PURPOSE/SUMMARY 

The Accounts Payable Specialist will assist the Accounts Payable Manager by ensuring accurate and timely processing of district financial obligations through managing accounts payable operations, maintaining comprehensive financial records, and supporting fiscal accountability through meticulous invoice processing, payment verification, and vendor relations. 

QUALIFICATION REQUIREMENTS 

The Accounts Payable Specialist shall have a high school diploma or equivalent with demonstrated proficiency in clerical and financial operations as verified through district assessments. Must possess advanced skills in Microsoft Office and Google Workspace applications, strong attention to detail for financial accuracy, and effective communication abilities for vendor and staff interactions.

ESSENTIAL DUTIES

1. Ensure that Accounts Payable maintains complete records for all payments processed:
1. Create invoices from purchase orders in the financial software, ensuring the digital invoice matches vendor copy.
2. Copy invoices and send them to the appropriate buildings. 
3. Ensure proper documentation is received for processing invoices.  
4. Create a report from financial software to retrieve filed invoices listed on the report.
5. Review and process invoices by verifying all necessary information.
6. Prepare and print accounts payable checks.
7. Proofread checks by verifying the information against related invoices.
8. Ensure all checks, after approval, are properly distributed.
2. Verifies fund availability and budget compliance before processing invoice payments
3. Maintains comprehensive and organized filing systems for all purchase orders, invoices, checks, and related financial documentation.
4. Responds to payment inquiries from vendors and school personnel, providing accurate status updates and resolutions.
5. Provide guidance to building personnel regarding all accounts payable issues.
6. Open and sort daily mail including interoffice mail.
7. Maintain the confidential nature of all school-related matters.

ADDITIONAL DUTIES 

1. Effectively communicate, verbally and in written form, with administrators, staff, and the community as needed.
2. Perform other duties as assigned by the Accounts Payable Manager and/or the Director of Business Services.
3. Operate office machinery.
4. Attend in-service workshops related to the job description to remain current on pertinent topics related to the job.

MENTAL DEMANDS 

Ability to maintain highly confidential information; communicate clearly both orally and in writing. Write simple and complex reports and correspondence. This employee must have strong computer skills including Microsoft software and Google Suite. Be able to understand and submit online reports as required. Have the ability to learn new systems and software. 

PHYSICAL DEMANDS

While performing the duties of this position, an employee is regularly required to sit, talk, and hear.  The employee is frequently required to walk and use fingers and controls.  The employee is occasionally required to stand, reach, bend, lift, and carry up to twenty pounds.  Close vision is required to look at a computer screen for long periods of time. 

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee.

TERMS OF EMPLOYMENT 

Employment will be on an at-will basis for 12 months with two weeks vacation, beginning July 1, or from the time of employment for the duration of the school year with prorated vacation and/or personal leave. The Accounts Payable Specialist will be provided a work calendar showing the specific daily work schedule of the employee. The work calendar may be modified by the Board of Education at any time, as needs dictate.

Eight hours will constitute a workday for the Accounts Payable Clerk. The Accounts Payable Manager will establish a definite daily schedule with approval from the Director of Business Services.

The yearly salary will be disbursed in twenty-four (24) equal payments.

EVALUATION

Performance of this job will be evaluated annually in accordance with the provisions of the Board’s policy on evaluation of support staff personnel.

Adopted: June 19, 2000, Revised: October 20, 2003, May 15, 2006, November 19, 2007, November 16, 2009, May 17, 2010, June 29, 2020, June 30, 2025