Accounts Payable Specialist

Accounts Payable Specialist Department:

Business Office Reports To:

Chief Financial Officer Location:

4864 Lapeer Rd., Kimball, Michigan 48074

FLSA Status:

Non-Exempt Employment Type:

Full-Time Compensation:

Hourly ($17.50 - $22.50), Based on

Experience Position Summary:

The Accounts Payable Specialist is responsible for supporting the day-to-day accounts payable and purchasing functions for multiple schools, including processing invoices, payments, purchase orders, vendor documentation, and contract tracking while ensuring compliance with organizational procedures. This role serves as a key support contact for school staff and vendors, assists with reporting, reconciliations, audits, and training, and provides exceptional customer service while helping maintain efficient finance operations.

Essential Duties and Responsibilities:

Monitor the AP emails, organize invoices, and process approved invoices through the finance system for all schools. Once approved enter and process recurring invoices, including but not limited to EduStaff, WillSub, utilities, food service suppliers, and purchase cards. Perform scheduled check runs and process EFT payments for utilities, suppliers, and other school vendors. Monitor payments for unorthodox, unallowable, or inconsistent purchase and practices. Process Purchase Orders (POs) and serve as the school's primary contact for major vendors, including but not limited to Amazon, School Specialty, and Staples. Assist schools with Amazon ordering. Assist schools with finding local vendors for specific maintenance needs. Process Prepaid Checks for any ACH payments processed by the schools monthly. Maintain W9s for vendors. Obtain Certificate of Insurance from service providers. Track all vendor contracts and expiration dates. Notify CFO or building admins of any upcoming contract expirations. Assist with Bid Processes for schools as needed. Execute annual 1099 processing. File annual unclaimed property reports by July 1 each year. Track/monitor all rental contracts for schools; obtaining COI, collecting charges for rentals, and obtaining approvals for the rental. Provide all necessary reports to school administration and auditors. Reconcile third-party sub-provider data on a regular basis. 2 | Page Produce AP/AR related journal entries as needed. Provide training, support, and communication to school employees on the purchasing and deposit processes. Process mileage and conference forms submitted by the schools. Prepare correspondence such as letters, memos, email, reports, and forms as it pertains to the role. Manage supply closet inventory for the business office as required. Ensure compliance with state and federal reporting requirements. Help maintain accurate financial records in accordance with the Michigan Public School Accounting Manual (Bulletin 1022). Maintain organized files, both physical and electronic. Consistently models integrity, accuracy, accountability, professionalism, collaboration, and a commitment to continuous improvement in all financial team responsibilities. Maintain the ability to provide short-term assistance to other finance areas during peak periods to ensure departmental continuity. Assists in the preparation of special projects. Performs other related duties in the department as assigned.

Qualifications:

Associate's or in Accounting, Finance, Business Administration, or a related field (preferred). Minimum of three years of accounting experience. Proficiency in SMART systems (preferred). Solid understanding of accounting principles and financial reporting. Exceptional attention to detail, accuracy, and problem-solving ability. Strong organizational and time management skills with the ability to meet deadlines. Demonstrated ability to maintain confidentiality and handle sensitive information with discretion. Effective communication and customer service skills for interaction with staff and vendors. Ability to interpret and apply payroll policies, procedures, and regulations. Advanced proficiency in Microsoft Excel.

Working Conditions:

Office environment within a school central office. May require occasional extended hours to meet deadlines. Frequent use of computers, standard office equipment and software applications.