Putnam County Schools / Job Description
Title: / Accounts Payable and Purchasing Specialist
Nature of the Position / This position is responsible for providing direct support to the Director of Financefor all financial, administrative and clerical services in the areas of purchasing and accounts payable, including all oversight and training for School Activity Funds.
Reports to / Title: Director of Finance
Education / Required /
  • High School Diploma

Preferred /
  • Associates Degree or higher degree in financial field

Experience, Skills,
and Certification / Required /
  • Three years successful work experience in accounts payable, purchasing or related financial field
  • Excellent skills in use of technology and computerized financial software packages as well as Microsoft Office
  • Ability to work under the pressure of rigid guidelines and deadlines
  • Bondable
  • Exemplary skills in customer relations
  • Superior communication skills, both oral and written
  • Demonstrated ability to maintain the integrity of the confidential records

Preferred /
  • Successful experience in a school finance environment
  • Risk management experience

Duties and Responsibilities / (Charter District Accountability Plan Goal 2) To ensure fiscal responsibility and effective resource stewardship.
  • Maintains and manages files, records, office supplies, materials and equipment in an appropriate, accessible and current manner, including records necessary for reporting and accountability.
  • Demonstrates knowledge and proficiency in spreadsheet applications as applicable to job responsibilities.
  • Demonstrates knowledge and proficiency in database applications as applicable to job responsibilities.
  • Shows initiative and assumes responsibility for all aspects of job responsibilities, performs routine duties and task with little or no direct supervision.
  • Complies with school, system, state and federal regulations and policies, including the PSC Code of Ethics, as related to job requirements.
  • Maintains confidentiality of sensitive information and material; adheres to chain of command.
  • Uses CSI software systems with efficiency and accuracy to perform accounts payable and purchasing job responsibilities.
  • Performs the day to day processing of financial transactions to ensure that the school district finances are maintained with accuracy and in a timely manner.
  • Works with schools to verify purchases and services to appropriate funding sources.
  • Maintains a data base for recording accounts and payment according to board goals and procedures.
  • Processes invoices and requisitions in a timely and accurate manner.
  • Handles all property and fleet insurance responsibilities, including review and adherence to property and fleet policies and claim management.
  • Manages the preparation of all Requests for Proposal documents, and organize and supervise bid opening processes.
  • Verifies purchase orders from schools and central office personnel for accuracy and appropriate budget expenditures.
  • Maintains current and accurate vendor information.
  • Serves as a liaison with vendors for school and district personnel to resolve disputes in pricing, availability, services provided, etc.
  • Supervises school bookkeepers to verify purchases with appropriate accounts and budgets and monitor reconciliations.
  • Manages all purchasing card and fuel card processes for the district.
  • Verifies all district purchases and expenditures based on board policies and procedures.
  • Provides financial reports as needed.
(Charter District Accountability Plan Goal 3) To develop leadership and staff capacity throughout the school system.
  • Participates in workshops and staff development activities and applies what is learned to the job; accepts new challenges in a professional manner.
  • Meets with school bookkeepers monthly and provides an annual training package for all bookkeepers to ensure their continued training.
(Charter District Accountability Plan Goal 4) To actively engage students, parents and community stakeholders.
  • Demonstrates appropriate verbal, written, and telephone communications skills.
  • Greets customers in a courteous and professional manner; provides information and appropriately routes routine business associated with an effective organization.
Performs other duties as deemed necessary by the Superintendent or designee.
Terms of
Employment / Work calendar established on an annual basis with 230 days of employment and a 8 hour workday. Salary will be based on the Specialist II scale.
Approvals / Assistant Superintendent
Superintendent

Application deadline: Until filled

1