Accounts Payable Specialist

Iasaedu; Vernon Hills (IL); On-site; USD 59,000 - 73,000; Full time

Job summary

Hawthorn CCSD #73 in Vernon Hills, IL is seeking an Accounts Payable Specialist to manage vendor invoices, purchase orders, and employee reimbursements with accuracy and timeliness.

You will perform three-way matching, process payments, maintain vendor records, and support internal controls in accordance with board policy and state/federal requirements.

Qualifications

• Proactive and results-oriented with ability to manage tasks independently.
• Excellent organizational and time-management skills with strong attention to detail.
• Strong written and verbal communication skills.
• Proficient with Google Suite or similar software.

Responsibilities

• Invoicing and PO processing with complete documentation and correct pricing.
• Three-way matching of POs, receiving docs, and vendor invoices before payment.
• Verify payment terms, discounts, taxes, accuracy; detect duplicates or improper payments.
• Enter and maintain accurate AP transactions in the financial system.

Skills

Proactive

Organizational skills

Communication skills

Problem solving

Education

Bachelor’s degree in Business

Tools

Google Workspace

Job description

The Accounts Payable Specialist is responsible for the accurate and timely processing of District financial obligations, including vendor invoices, purchase orders, employee reimbursements, electronic payments, and check disbursements. The position maintains vendor and payment records, supports District purchasing procedures and internal controls, assists staff with accounts payable processes, and helps ensure compliance with Board policy and applicable state and federal requirements.

ESSENTIAL FUNCTIONS

1. 1. Invoicing and Purchase Order Processing
   • a. Review vendor invoices, check requests, and employee reimbursement requests for complete documentation, accurate pricing, appropriate account coding, and authorized approval.
   • b. Perform three-way matching of purchase orders, receiving documentation, and vendor invoices before payment.
   • c. Verify payment terms, discounts, sales-tax treatment, and mathematical accuracy and identify duplicate or potentially improper payments.
   • d. Enter and maintain accurate accounts payable transactions in the District financial management system.
2. 2. Payment Processing and Reconciliation
   • a. Prepare and process scheduled check runs, ACH transactions, manual or emergency checks, and other approved disbursements.
   • b. Verify payment registers and supporting documentation before releasing payments; distribute payments and remittance information accurately and securely.
   • c. Process and reconcile assigned purchase card and credit card activity in accordance with District procedures.
   • d. Monitor outstanding and stale checks and coordinate follow-up and unclaimed-property reporting in accordance with applicable requirements.
3. 3. Vendor and Records Management
   • a. Create and maintain accurate vendor records, including required tax documentation and payment information, while following established vendor-verification controls.
   • b. Collect and review Form W-9 documentation and prepare annual Form 1099 reporting and related records.
   • c. Respond to vendor and employee questions and resolve invoice, payment, pricing, delivery, and purchase order discrepancies.
   • d. Maintain organized physical and electronic payment records in accordance with the District's records-retention practices.
4. 4. School and Activity Account Support
   • a. Reconcile assigned school activity, food service, petty cash, and other financial records as directed.
   • b. Assist building and department staff with purchasing requirements, accounts payable procedures, account coding, and use of the District financial management system.
   • c. Provide timely, professional customer service to District employees and vendors while maintaining appropriate approval and internal-control boundaries.
5. 5. Compliance & Auditing
   • a. Follow District purchasing procedures, Board policies, internal controls, and applicable state and federal requirements.
   • b. Prepare accounts payable documentation and reports for monthly processing, fiscal year-end closing, annual audit procedures, and other financial reviews.
   • c. Safeguard confidential financial, employee, student, and vendor information.
   • d. Identify discrepancies, unusual activity, or control concerns and promptly communicate them to the supervisor.
6. 6. Perform other duties as assigned that are consistent with the responsibilities of the position.

Qualifications

• Proactive and results-oriented, with the ability to independently manage projects and develop comprehensive plans.
• Excellent organizational and time-management skills, with a strong attention to detail.
• Excellent written and verbal communication skills.
• Demonstrated ability to use initiative and independent judgment to solve problems and make sound decisions.
• Bachelor’s degree in Business preferred.
• Minimum five years experience in a related field preferred.
• Proficient with Google Suite or similar software.

Salary/Benefits

$66,000 annually or higher, commensurate with experience.

Link to District/Third Party Online Application Web Page

District Name Hawthorn CCSD #73 Building Name District Office Address 841 West End Court
Vernon Hills, IL 60061 Phone [phone] Fax [phone] IASA Region Lake County Lake Employment Type Full-time permanent Job Category Bookkeeper Grade Level Elementary