Job Description

Title:   ACCOUNTS PAYABLE AND PROCUREMENT COORDINATOR

Position Type: Non-Exempt

Primary Function:

Perform highly technical accounting work in the operation of the School Board accounting system including processing, handling and controlling a broad range of accounts payable and procurement transactions.

Minimum Qualifications:

• High school diploma or equivalent, preferably supplemented by college level credits in accounting and business administration leading to an associate degree; and 2 years’ experience in governmental accounting; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities, as evidenced in the following performance responsibilities.

Knowledge, Skills and Abilities:

• Considerable knowledge of accounting principles and practices
• Considerable knowledge of governmental procurement principles and practices
• Ability to work as a business partner with all levels and locations within the division
• Ability to make decisions with discretion and sound judgment
• Knowledge of modern office practices, procedures and equipment
• Ability to type accurately and operate a computer
• Knowledge of computer-based purchasing and accounting systems, and MS Office software
• Ability to analyze, examine, and verify financial statements, reports, and worksheets.
• Ability to express ideas clearly and concisely, orally and in writing
• Ability to communicate in large settings and effectively deliver professional development related to purchasing and financial systems
• Ability to quickly learn procedures used to report information and maintain records
• Ability to work independently on assignments or under general supervision

Performance Responsibilities:

• School division coordinator for the MUNIS financial system and liaison with the County Financial Systems Team
• Primary MUNIS trainer for school division staff
• Liaison with the Treasurer’s office regarding payments, stop payments, voids and other related inquiries.
• Prepares procurement resolutions and Approval of Claims monthly for School Board approval
• Prepares the monthly Significant Expenditure Reports for the CFO
•  Prepares and distributes monthly financial reports for all schools and budget managers
• Coordinate procurement activity for the division
• Assists in developing and review of purchase requisitions, purchase orders and specifications for accuracy and compliance
• Coordinate online forms and online payment system with school bookkeepers and counselors
• Responsible for accounts payable, budget transfers, reporting, and general inquiries
• Coordinate, process and pay accounts payable for the division
• Maintains the vendor payment file.  Collects and updates all W-9’s and information for ACH vendors while assuring sensitivity of data
• Coordinates with the County to prepare and reconcile IRS 1099 reporting for school activity funds and division payables.
• Advise departments on purchasing procedures and data entry
• Prepare and maintain tax exempt forms for appropriate purchases
• Liaison between County Purchasing and School Division to ensure appropriate County Purchasing policy is followed
• Assist in developing specifications for purchases and review specifications to ensure they are written clearly and accurately
• Organize and maintain purchasing files to assure easy access to information
• Perform purchasing card audits on a monthly and assists p-card holders with reconciling and processing.
• Conducts periodic internal audits of accounts receivable.
• Serve as an auxiliary for accounts receivable, as needed
• Maintains records for audit and in accordance with the records retention guidelines

Working Conditions & Physical Requirements:

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. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. Must have the ability to sit for extended periods of time; exhibit manual dexterity to dial a telephone, to enter data into a computer terminal; see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; ability to understand and follow oral and written instructions; physical agility to lift up to 25 pounds

Reports to:

Budget & Financial Supervisor

Terms of Employment:

Twelve months a year. Salary according to School Board Pay Plan.

Evaluation:

Performance will be evaluated in accordance with School Board policy and administrative regulations on evaluation of non-licensed personnel.

10/7/2024