Accounts Payable & Procurement Specialist

Job Identification

• Job Title: AP Processor and Procurement Specialist
• Department / School / Program: Business Services
• Reports To: Accounting Information System Manager
• Employment Type: Full-Time (40 hours per week)
• FLSA Status: Non-Exempt

Position Summary

The AP Processor and Procurement Specialist is responsible for the accurate and timely processing of financial obligations and the procurement of technology resources across multiple school districts. This dual-function role ensures vendor compliance and facilitates the requisition-to-purchase order process to support district operations and instructional technology needs.

Essential Job Functions

• Processes invoices weekly, ensuring accurate coding, charge verification, and timely payment via check runs, EFT/ACH, or virtual credit card.
• Coordinates technology procurement for seven school districts, including the creation and distribution of Purchase Orders to vendors.
• Monitors and manages hotspot wireless accounts for multiple vendors and districts, including activation, suspension, device ordering, and monthly invoice reconciliation.
• Analyzes vendor quotes and compares pricing to ensure cost-effective procurement of technology items.
• Facilitates the requisition process by reviewing submissions for accuracy, verifying vendor setup, and converting approved requisitions into Purchase Orders.
• Reconciles monthly purchase card statements for technology and accounts payable departments across multiple districts.
• Maintains accurate vendor records, including the collection of W-9s and updated payment information.
• Collaborates with district "approvers" to resolve invoice discrepancies and ensure fraud prevention protocols are followed.
• Assists with fiscal year-end reports, yearly tax filings, and the resolution of check-related issues such as voids and reissues.
• Advises and mentors staff on proper procedures for requisitions, invoices, and vendor setup.
• Other functions as assigned.

Education & Experience

• Required Education: Associate’s degree (A.A.) or equivalent from a two-year college or technical school preferred.  High school diploma or equivalent required.
• Minimum Experience: At least one year of related experience and training.
• Preferred Experience: Two to three years of experience in accounts payable or procurement.

Required Skills & Abilities

• Technical Proficiency: Advanced knowledge of Microsoft Excel and specialized financial/procurement software.
• Analytical Skills: Strong attention to detail, efficiency, and the ability to perform independent decision-making and resourcefulness.
• Communication: Effective interpersonal and communication skills for interacting with vendors and district staff.
• Compliance: Knowledge of fraud prevention techniques and organizational policies/procedures.

Physical & Environmental Requirements

• Physical Demands: Position requires minimal physical exertion; no regular lifting requirements identified.
• Work Environment: Performs work in a quiet office environment.

Compensation & Employment Details

• Salary/Pay: $22.07-$25.96 per hour.
• Work Schedule: 40 hours per week.

Notices:

Job Description Changes: Job descriptions may be subject to change based on the OAISD’s needs.  This is meant to describe a basic overview of qualifications, role, and duties.  It is not an exhaustive or fully comprehensive list as other duties may be assigned.

Ottawa Area Intermediate School District (OAISD) does not discriminate on the basis of race, color, national origin, sex, disability, age, religion, height, weight, marital or family status, military status, genetic information, or any other legally protected category (collectively “Protected Classes”), in its programs and activities, including employment. Civil Rights Coordinators are located at OAISD, 13663 Port Sheldon St. Holland, MI 49424 to handle inquiries regarding the nondiscrimination policies and grievance procedures.  Telephone (616) 738-8940 Ext: 4091.

Salary : $22 - $26