Accounting Specialist

ABOUT CESA 1

As a regional agency, we''re dedicated to transforming the landscape of learning through our comprehensive array of services. From staffing solutions for schools, to empowering educators with top-notch professional learning experiences, and providing direct support to students, we''re on a mission to unlock the full potential of every learner.

But here''s the real heart of our Agency: our incredible team of passionate individuals who are driven by a deep commitment to helping students thrive. If you are someone who shares our unwavering dedication to education and wants to be part of something truly extraordinary, click this link to discover more about who we are.

RESPONSIBILITIES:

The Purchasing and Accounts Payable Specialist is responsible for facilitating the purchasing process and accounts payable functions for CESA 1. This position plays a critical role in supporting the financial health of the Agency by ensuring timely, accurate processing of purchasing requisitions, vendor invoices, and other financial transactions. The specialist will also work closely with various departments to maintain compliance with procurement policies and ensure financial transactions align with CESA 1's budgetary guidelines.

Purchasing Duties:

• Process and track purchase requisitions, ensuring proper documentation and approvals are in place.
• Coordinate with internal stakeholders to determine purchasing needs and assist in the development of product specifications.
• Issue purchase orders and track order status to ensure timely delivery. Review new purchase orders to ensure accurate ordering.
• Build and maintain vendor relationships in order to acquire the best competitive pricing, and develop a preferred vendor list. Manage vendor information in Skyward including setup and maintenance of E-commerce.
• Maintain and update vendor lists, ensuring compliance with procurement policies and procedures.
• Negotiate pricing, terms, and delivery schedules with vendors in collaboration with appropriate departments.
• Ensure that all purchases adhere to Agency procurement policies and budget guidelines, as well as state purchasing guidelines and regulations.
• Assist Director of Business Services with bidding and solicitation process.
• Maintain schedule of contracts.

Accounts Payable Duties:

• Process and review invoices from vendors for accuracy, ensuring they align with purchase orders and contracts.
• Ensure timely and accurate payment of invoices, adhering to payment terms and deadlines.
• Maintain accurate accounts payable records and documentation, ensuring appropriate coding to general ledger accounts. Maintain all filing, batching, and organization of accounts payable data.
• Collaborate with internal stakeholders to provide training related to accounts payable.
• Resolve discrepancies and address issues related to invoices or payments.
• Assist in preparing monthly accounts payable reports, accruals, and other related financial reports.
• Reconcile vendor statements and resolve any outstanding issues or discrepancies.
• Obtain W9's and ACH forms from vendors and process 1099's at year end.
• Perform month-end credit card reconciliation and transaction import; maintain related documentation
• Process employee expense reports, including verification of receipts, coding, and compliance with policies.
• Maintain and review open purchase order reports and follow up to either close purchase orders or request invoices that have not been received.

General Financial Support:

• Assist in preparing budgets by tracking purchasing and accounts payable data.
• Ensure compliance with all federal, state, and local laws and regulations, as well as CESA 1 policies and procedures.
• Support the Director of Business Services in various ad-hoc financial tasks as needed.
• Maintain confidentiality of financial information and adhere to ethical standards.
• Provide excellent customer service to internal and external stakeholders, including responding to inquiries and resolving issues promptly.
• Assist in the preparation of year-end financial audits by providing necessary documentation and reports.