Accounts Payable Specialist - 25/26 SY

DEFINITION: The Accounts Payable Specialist is responsible for accurately processing, monitoring, and maintaining all accounts payable transactions for the school district. This role ensures timely payments to vendors, maintains accurate financial records, and supports compliance with district policies and state/federal regulations.

Essential Functions

(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class).

Tasks

• Processes invoices, purchase orders, and payment requests in a timely and accurate manner
• Verifies fund codes and vendor information
• Interprets and applies State rules and regulations regarding accounts payable
• Submits purchase order data into system to generate warrants and reports for voucher processing
• Finalizes data from payment processing submission
• Verifies payment amounts against reports; sorts, copies, and maintains records of all processed orders, invoices, and payments
• Processes EFT, Prepaid Card payments, Travel Claims
• Maintains District Credit and Gas Cards
• Responds to inquiries from vendors and staff regarding payment status, invoice issues, and policies
• Monitors special accounts
• Maintains filing system for all accounts payable documentation (digital and/or hard copy)
• Maintains files and documentation in accordance with retention policies
• Operates and monitors the reception desk as needed
• Assists with year-end closing, preparation of 1099 forms and audit documentation
• Collaborates with purchasing and department staff to ensure smooth financial operations
• Maintains confidentiality of financial information and sensitive data
• Performs other duties as assigned
  
  

Knowledge, Skills And Other Characteristics

• Knowledge of District policies and procedures
• Knowledge of Uniform System of Financial Records (USFR) for Arizona School Districts
• Knowledge of Federal and State Statutes
• Knowledge of accounts payable processes and best practices
• Proficient in Microsoft Office (Excel, Word, Outlook); experience with accounting software (e.g., Infinite Visions, or similar systems) preferred
• Skill in attention to detail, strong organizational and time management skills
• Skill in identifying and resolving accounting issues
• Skill in following oral and written instructions
• Skill in establishing and maintaining effective working relationships
• Ability to prioritize and manage multiple tasks in a deadline-driven environment
• Ability to maintain a high level of accuracy and confidentiality
  
  

PHYSICAL REQUIREMENTS: Work is performed in an indoor environment. Work requires frequent sitting, repetitive motion, vision to monitor, and may require some lifting.

Qualifications

High School Diploma or equivalent.

Four (4) years of financial record keeping experience, or equivalent combination of training and experience.

Additional certifications may also be required as specified by the District.

Depending on the needs of the District, some incumbents in this class must be able to demonstrate fluency in both Spanish and English as a condition of employment.

Salary Grade: J Hourly Pay: $20.65 Hours per Day: 8 Days: 260

Application Procedure

Apply online