Accounts Payable Specialist

Coatesville Area School District; Thorndale (PA); On-site; USD 42,000 - 60,000; Full time

Job summary

Coatesville Area School District in Pennsylvania seeks a professional to process vendor invoices for payment for General Fund and Capital Reserve. You will verify invoices against purchase orders, print and file documents, and ensure timely payments while maintaining good vendor relations.

The role requires an Associate’s or Bachelor’s degree in Business, 2-3 years AP experience, proficiency in Microsoft Office, strong organization, attention to detail, and the ability to multitask in a

Qualifications

• Must be detail oriented and accurate in work.
• Ability to read, analyze, and interpret reports and procedures.
• Effective written and verbal communication with stakeholders.

Responsibilities

• Process vendor invoices for payment and verify against PO.
• Communicate with district staff to address invoice issues.
• Print, sort, file, and send all district purchase orders weekly.
• Meet timelines for weekly check printing for each fund.
• Review checks for accuracy against documentation before mailing.
• Respond to vendor inquiries regarding payment status.
• Maintain and create vendor entries in FIS; manage W9 files.
• Maintain organized system of payments issued.
• Research and resolve payment issues as needed.
• Assist in audit activities by providing payment information.
• Contribute to other Business Office projects as needed.
• Close out year-end files.
• Correspond with others professionally via email and in speech.

Skills

Detail oriented

Analytical reading

Communication

Multitasking

Time management

Team player

Education

Associate/Bachelor degree in Business

Tools

FIS

Job description

Responsible for processing vendor invoices for payment for both General Fund and Capital Reserve Funds and verify accuracy in relation to approved purchase order and district payment policies. Maintain organized filing system of records to provide easy access to payment data. Work with other district employees to ensure timely payment of invoices and maintain good business relations with vendors. This position interfaces will all employees in the district and requires professionalism, attention to detail and the ability to multitask in a fast-paced environment.

Position essential functions:

• Responsible for processing vendor invoices for payment. Must verify that invoices agree in item, price, and quantity to the approved purchase order.
• Communicate with district employees to address invoice issues and supporting documentation.
• Responsible for printing, sorting, filing, and sending all district purchase orders weekly.
• Responsible to meet timelines for submission of required paperwork for weekly printing of checks for each fund.
• Review printed checks for accuracy in comparison to supporting documentation prior to mailing.
• Respond to vendor inquiries regarding status of payment.
• Responsible for maintaining and creating vendor entries within FIS, as well as maintaining vendor W9 hardcopy files.
• Maintain organized system of payments issued.
• Research and resolve payment issues as needed.
• Assist in audit activity as needed, primarily by assembling payment information as requested by auditor.
• Assist in other Business Office projects as needed.
• Maintain accurate current, past, open and closed files.
• Close out year-end files.
• Correspond to others via email and speech in a professional and timely manner.

Requirements and Qualifications:

To successfully perform this position, a person must be able to perform each essential duty satisfactorily. The qualification requirements listed below represent minimum levels of educational achievement, training, skill and/or ability necessary.

Required Education:

Associate’s degree in Business; Bachelor’s degree in Business, Business Administration, or equivalent. 2-3 years related accounts payable experience or equivalent. Demonstrated competence in the use of technology. Proficient in computer skills including Microsoft Office Suite. Strong organizational skills and detail oriented.

Required Skills and Knowledge:

Must be detail oriented and accurate in work.

Ability to read, analyze, and interpret reports, technical procedures and government regulations.

Ability to communicate effectively in both writing and speech with all stakeholders.

Ability to communicate effectively with all stakeholders, including co-workers, supervisors, student families.

Ability to respond effectively to complaints from customers and regulatory agencies.

Able to work with large amounts of data and able to report on it.

Ability to work extended hours or irregular hours.

Ability to use sound judgement to resolve conflicts and solve problems.

Other Requirements:

Must work well under time constraints.

Ability to multi-task.

Must be able to prioritize work and manage time effectively.

Must be able to work in a team environment as well as work independently.

Must be able to establish and maintain effective working relationships with staff and community.

Must be a self-starter.