Accounts Payable Specialist, Senior

Accounts Payable Specialist, Senior

Under general supervision, plans, assigns, directs and reviews the work of assigned staff; and provides difficult, technical, complex or specialized financial, business and accounting office support; processes accounts payable invoices, reconciles vendor statements, reviews and enters data, processes transactions, verifies data integrity and ensures accuracy and timely payments.

Essential duties and responsibilities may include, but are not limited to, the following:

• Provides lead direction, training and work review to assigned staff; organizes and assigns work, sets priorities and follows-up to ensure coordination and completion of assigned work.
• Receives and verifies invoices for goods and services; ensures that the transactions comply with MPS financial policies, controls and procedures; verifies information with site/department that goods were received, or service was provided.
• Determines proper use of account codes, object codes, discount, and payment terms; processes invoices for payment.
• Reconciles monthly statements from vendors.
• Answers vendor inquiries in reference to payments, data, receipt of goods, etc.
• Maintains updated vendor files; establishes and maintains complex records/filing system of accounts payable vendor files and other financial records, including invoices for retrieval/review by auditors.
• Trains new and temporary personnel regarding accounts payable transactions.
• Supervises the weekly 3rd party payroll system; coordinates efforts with Payroll Unit to reconcile 3rd party vendor payments.
• Confirms accuracy of totals of invoices processed to totals paid to vendors; acts as back-up for maintaining spreadsheet compiling total invoice amounts processed on a daily basis; investigates discrepancies and make corrections as needed.
• Maintains files for independent contractors; monitors the payments to independent contractors so that payments and tax codes are accurate; continually compares total payment amounts made to contractors against the total amount of their contract to avoid overpayment.
• Verifies tax codes for contractors in preparing to process 1099s; matches and collates vendor numbers in the event there are duplicates; prepares 1099s for mailing; ensures that the paperwork related to the processing of 1099s is done in an accurate and timely manner.
• Performs investigative transactions to ensure that payments are processed within budget amounts and have proper approval.
• Prepares journal entries and/or uploads in SAP.
• Demonstrates courteous and cooperative behavior when interacting with students, clients, visitors, and MPS staff; acts in a manner that promotes a harmonious and effective workplace environment.
• Enthusiastically promotes the Superintendent's goals and priorities in compliance with all policies and procedures.
• Maintains absolute confidentiality of work-related issues, records and MPS information.

Strategic & Analytical Skills

• Root Cause Analysis: The ability to investigate and resolve complex discrepancies (e.g., price variances, quantity mismatches, and shipping errors) without constant managerial oversight.
• Process Improvement: Skill in evaluating current AP workflows and successfully implementing Lean/Agile methodologies to reduce processing times and operational costs.
• Financial & Accounting End-to-End AP Mastery: Deep understanding of the entire procure-to-pay (P2P) cycle, including purchase orders, goods receipts, and invoice processing.
• Compliance & Controls: Expertise in enforcing internal financial controls, ensuring segregation of duties, and preventing fraudulent transactions or duplicate payments.
• Regulatory Knowledge: Strict adherence to tax compliance, including understanding 1099 reporting requirements, sales and use tax, and cross-border payment regulations.
• Communication & Relationship Management Vendor Relations: High-level negotiation and dispute resolution skills to handle complex vendor inquiries, maintain supply chain partnerships, and negotiate early payment discounts.
• Cross-Functional Collaboration: The ability to act as a bridge between the finance department, procurement teams, and department heads to resolve budget or PO issues.
• Advanced Technical & System Skills ERP Proficiency: Mastery of ERP systems such as SAP, Oracle, or Microsoft Dynamics 365 is essential.
• Automation: Experience managing and optimizing automated AP workflows, including Optical Character Recognition (OCR) software, automated invoice matching (e.g., 3-way matching).
• Data Analytics: Ability to utilize tools like Microsoft Excel (PivotTables, VLOOKUPs) or basic SQL/Power BI to audit spending, forecast cash flow, and track AP metrics (e.g., Days Payable Outstanding).

Minimum Qualifications

• High School Diploma/GED; AND four (4) years of Accounts Payable experience; OR an equivalent combination of education, training and experience as determined by Human Resources.

License and Certification Requirements

• A valid Minnesota State Driver's License may be required.

Physical Demands and Working Environment

• Work is performed in a standard office environment which requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. A job in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work and heavy phone usage.

Organizational Information

• Bargaining Unit: AFSCME Grade: A17 FLSA Status: Non-Exempt Job Group: Finance & Accounting Revised: April 26, 2017

Commitment to Diversity: Diversity is one of Minneapolis Public Schools core values and is essential to our goal of putting children first and making them college-ready. Diversity of our workforce provides us with a competitive advantage and allows us to better understand, communicate with and educate our diverse student body. Minneapolis Public Schools will not deny anyone the opportunity for training or employment because of race, color, creed, religion, national origin, gender or gender identity, marital status, status with regard to public assistance, disability, sexual orientation, age, family care leave status, or veteran status. Minneapolis Public Schools strongly encourages diverse candidates to apply.