ACCOUNTS PAYABLE/PROCUREMENT SPECIALIST

Anticipated Opening
The Brandywine Heights Area School District (Berks County, PA) is seeking an Accounts Payable and Procurement Specialist. This position is responsible for overseeing the procurement of supplies, equipment,services and materials for the school district. The role also includes supporting the administration of the district’s accounts payable processes by ensuring the accuracy of invoices, the timely payment of expenses, and the maintenance of accurate account balances. All duties must be performed in accordance with district policies, procedures, and applicable laws and regulations.

MINIMUM QUALIFICATIONS

• Associate Degree in Accounting or Business preferred.
• Experience in bookkeeping and accounting operations.
• Proficient in navigating software applications, including, but not limited to Microsoft Office.
• Ability to deal effectively and courteously with associates and the public.
• Regular and consistent attendance and punctuality.
• Such alternative to the above qualifications as deemed appropriate

PREFERRED QUALIFICATIONS

• Experience with K-12 educational institutions.
• Experience in high volume procurement and accounts payable.
  REPORTS TO: Business Manager and/or his/her designee
  SUPERVISES: Student Activities & Scholarship Accounts Payable & Procurement Functions

Perform Accounts Payable Responsibilities, Including, but Not Limited to:

• Process vendor invoices for payment in accordance with district policies and procedures.
• Obtain necessary payment approvals from the appropriate administrators.
• Match invoices and approval back-up documentation with corresponding purchase orders.
• Obtain and verify invoice details, including account codes, calculations, tax exemptions, and vendor information.
• Collect and validate receipts and approvals for non-purchase order (direct pay) expenditures.
• Enter invoice data and payment descriptions accurately into the district’s accounting system.
• Reconcile batch edit lists with actual invoice packet totals to ensure accuracy.
• Generate and review cash requirements reports, reconciling them to the selected invoice batches for payment.
• Print checks and related check list registers for distribution.
• Distribute payments in a timely and secure manner, ensuring that available discounts are obtained.
• Execute stop payment of checks and initiate retrieval of funds paid in error.
• Maintain organized files of paid invoices, including payment disbursement copies, purchase orders, and proof of receipt.
• Track and file unpaid invoices and outstanding obligations to ensure timely follow-up.
• Communicate with vendors to ensure accounts are accurate and current, resolve discrepancies, and clarify billing information
• Maintain expenditure detail spreadsheets and other financial tracking documents as requested.
• Track project costs and prepare reports on capital projects.
• Prepare reports related to accounts payable, fixed assets and job cost analysis.
• Process and file Annual 1099 forms and other Federal, State and local reporting requirements.
• Prepare and post accounts payable journal entries, distribute costs to appropriate budget and general ledger accounts including expenditures from several different funds.
• Perform various accounting tasks including general ledger, budget and audit support work.
• Assist team members during high-volume periods or as needed to meet deadlines; Assist in determining procedures for handling unique problems.
• Act as point-of-contact for all vendors.
• Answer incoming phone calls and provide support to the business office as needed.
• Suggest and initiate modifications to improve workflow and procedures.
• Assume other duties as assigned by the Business Manager or designee.

Perform Procurement Responsibilities, Including, but Not Limited to:

• Oversee all purchasing activities for the school district, ensuring compliance with district policies and applicable laws .
• Lead procurement processes including bidding, cooperative purchasing, quoting, and asset management in alignment with local, state, and federal regulations including equipment and supplies for both new construction and existing facilities.
• Research and identify opportunities for cost savings through cooperative purchasing programs or district-conducted bids.
• Manage the review, verification, and distribution of purchase orders to ensure accuracy and proper authorization.
• Evaluate and monitor contract performance to determine necessity for amendments or extensions of contracts and compliance of contractual obligations.
• Support departments in developing purchase orders, receiving deliveries, and resolving procurement-related and/or performance of contract issues.
• Analyze price proposals, financial reports, and other data to determine best value for the District.
• Prepare bid spreadsheets and advertisements for bids.
• Monitor, tabulate, evaluate and award bids in accordance with established policies, presenting recommended bid awards for Board approval; distribute purchase orders related to bids, as needed.
• Assist in the reconciliation of fixed assets and inventory in accordance with district policies and state/federal guidelines.
• Maintain accurate and organized records related to procurement activities, vendor contracts, and asset tracking.
• Communicate and coordinate activities with staff to compile and generate reports.
• Suggest and initiate modifications to improve workflow and procedures.
• Assume other duties as assigned by the Business Manager or designee.

Act as Super-User for the District Financial Accounting Information System, including but not limited to:

Creating vendor accounts.

• Serves as point-of-contact for employee account creation, security settings and problem resolution.
• other duties as assigned by the Business Manager or designee.Assume

Monitor and reconcile District student activity and scholarship accounts and receipts monthly.
Sort and distribute District Office mail in the absence of the Business Office Specialist.
Assume other duties as assigned by the Business Manager or designee.