What are the responsibilities and job description for the Purchasing/Accounts Payable Specialist position at Administration Office?
Primary Purpose:
Work under close supervision and follow established procedures to maintain accounting records and process accounts payables according to standard accounting procedures. Assist in the procurement of material and equipment for the district. Work under close supervision and follow established purchasing procedures to process bids and purchase orders.
Qualifications:
Education/Certification:
High School diploma or GED
Special Knowledge/Skills:
Knowledge of procedures for purchasing and invoicing supplies and equipment.
Knowledge of basic accounting procedures.
Ability to use personal computer and software to develop spreadsheets, databases and do word processing
Ability to work with numbers in an accurate and rapid manner
Ability to analyze and organize a complex filing system of bid-related documentation.
Proficient in keyboarding, 10 key numerical data entry, and file maintenance.
Effective organizational, communication, and interpersonal skills
Experience:
1-2 years school accounting-related experience at clerical level.
Major Responsibilities and Duties:
Accounting/Purchasing
Receive and process for timely payment of accounts payable invoices, requisitions, purchase orders, receipts, and vendor information. Verify invoices and purchase orders to ensure completeness and accuracy prior to payment
Detect and resolve problems with incorrect orders, invoices, and shipments as needed
Process bids and purchase orders as directed and in accordance with established procedures
Assist with the preparation of bidding documents, including notice and instruction to bidders, specifications, and proposal forms
Contact vendors to check on supply and equipment availability, invoices, purchase orders, contracts, and other issues as directed
Prepare and maintain vendor database and bidder lists
Data Entry:
Input data into accounting system
Records and Reports:
Prepare correspondence, forms, manuals, reports, purchase orders and payment authorizations following district standards and requirements
Compile, maintain, and file all reports, records and other documents as required
Maintain vendor files and set up new accounts and make changes as they occur
Other:
Receive incoming calls, answer questions, and direct calls to the proper party
Supervisory Responsibilities:
None
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional lifting and carrying
Enviroment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions; maintain emotional control under stress