1.0 Business Operations Specialist

Position Title: Business Operations Specialist
Location: Central Administration
FTE: 1.0 FTE
Hours Per Week: 40
Term of Employment: 52-weeks
Department: Business Department
Reports To: Executive Director of Business Services
Starting Salary: $55,000.00

Position Summary:
This role will function as the lead employee administering a centralized purchasing program. This role will also purchase products and services for the Oshkosh Area School District (OASD). As well as Accounts Receivable invoicing and cash/ check deposits. Site Visits, and managing the district travel are also included in this position.

a. Enter and/or oversee the purchase order process for OASD which includes purchasing a wide variety of supplies, equipment, materials, and services. Determining the most appropriate means of procurement.

b. Assists in the development, implementation, and continual revision of the purchasing process.

c. Approve/ deny or reroute all OASD PO’s along with sending back to originator as needed for updates.

d. Provide backup support to the Accounts Payable Clerk during periods of high volume or as needed to ensure continuity of operations and timely processing of transactions.

e. Maintain the automated purchasing system, which includes maintaining vendor list, 1099’s, COI’s and processing W9 requests.

f. Conduct training with various school staff to ensure they are following OASD purchasing policies and procedures creating consistencies.

g. Conduct training with various school staff (“bankers”) on purchasing, payment processing, and receivables procedures, and provide ongoing support and refresher training as needed to ensure compliance with OASD purchasing policies and procedures and promote consistency.

h. Cultivates relationships with vendors to negotiate best purchase price, bulk discounts, and resolves order discrepancies accordingly.

i. Coordinates transfer of supplies, materials, and equipment to the various schools as needed.

j. Maintain inventory supplies at the Central office including purchasing and organizing of materials.

k. Purchase 1 time supplies that can not be obtained from a current vendor on P Card.

l. Update and reclass PO account coding as necessary per WUFER requirements

m. Communicate and/or research shipment issues/updates/delays to staff.

n. Facilitate product returns as needed and investigate short or damaged shipments.

o. Maintain and update Business Services/Purchasing portal pages.

p. Investigate invoice discrepancies.

q. Update PO language as needed due to hours, holidays, summer schedules ect.

r. Perform receiving procedure for goods delivered.

2. Deposits 15%

a. Accurately processing cash and check transactions to be deposited thru Cash Receipts and Accounts Receivable programs.

b. Track and deposit monthly collection reports from schools/ athletics and recreation departments.

c. Follow up with schools as needed for missing monthly collection reports.

d. Track unapplied funds for the following fiscal year until invoicing can take place.

3. Accounts Receivable 10%

a. Create invoices as necessary for retiree insurance and general funds due to OASD.

b. Investigate aging reports due to overdue payments and follow up as necessary.

c. Set up Payors as needed in the Accounts Receivable system.

d. Adjust/ void/ change invoices as needed and submit all invoices to payee’s.

4. Site Visits 15%

a. Cultivate relationships between the Business Office and all OASD locations.

b. On site training/refreshers courses as needed.

c. Unpack/ Organize/ enter receiving on large orders delivered to schools.

d. Sort large curriculum shipments to be distributed to schools.

5. Travel Coordinator 10%

a. Manage district travel along with Ambassador Travel.

b. Ensure proper documentation for all travel request requirements are met before scheduling is initiated. c. Works closely with Ambassador to ensure all travel requests forms/ confirmations are distributed.

d. Verify invoicing, apply account coding and upload backup for approved travel to check request.

6. All other duties as assigned.

Supervisory Responsibilities: None

Physical Requirements: Heavy lifting may be required from time-to-time, must be able to lift a minimum of 50 pounds.

Work Environment: General office work environment.