Specialist – Accounts Payable Food Service

Reports To: Nutrition and Food Service Associate Director (Compliance)

Duty Days: 238 Days

Wage/Hour Status: AS04

Pay Grade: Non-Exempt

Date Revised: 02/23

Qualifications:

High school diploma required, college hours preferred

Successful related work experience

Understanding of accounts receivable terminology and procedures

MUNIS accounting software experience is highly desired, but not required

Electronic communication and public relations skills

Proficient computer skills, software application knowledge, file maintenance skills, 10-key by touch calculator, and computer data entry

Expertise in all appropriate office machines

Maintain confidentiality

Ability to work efficiently under pressure within deadlines with frequent interruptions while maintaining attention to detail

Ability to adapt quickly and successfully to changes; delivery quality results in a timely manner

Ability to multi-task in a fast-paced environment

Ability to work independently and collaboratively with others in a team environment

Skill in providing excellent customer service to internal and external customers

Ability to maintain emotional stability

Flexibility to reorganizational or procedural changes

Strong work ethics

Detail and number oriented

Good analytical problem-solving skills

Flexibility and ability to organize self and others to be self-motivating

Professional and cooperative with school personnel, parents, and patrons

Primary Purpose:

Maintain Nutrition and Food Service Department financial records and accounts payable system operations.

Major Duties and Responsibilities:

• Develop a comprehensive understanding of the accounts payable operating systems and a basic knowledge of district budget codes.
• Assist district personnel in resolving department financial-related concerns
• Input and submit multiple vendor invoices for payment against purchase orders to Accounts Payable and determine that invoice pricing is accurate.
• Research payment inquiries and vendor statements that show unpaid invoices.
• Work with department vendors, district personnel and patrons to resolve payment issues (past due, duplicate payments, credit memos, refund or reimbursement requests, missing invoices, and item disputes)
• Process purchase orders. Prepare and review journal entries for department's financial transactions.
• Oversee the processing of all department invoices. Communicate with all kitchen managers regarding invoice inaccuracies.
• Scan invoices and other documents to support full-cycle accounts payable processing.
• Review and monitor financial codes and budget for department, Catering, and Concessions to ensure compliance with Financial Accountability Resource Guide
• Assist with special projects and procurement process with Purchasing department.
• Complete and review purchase orders, pre-approved check requests, expense claims, refunds, and advances account contributions, warehouse, print shop, and other financial forms for the Nutrition and Food Service Department
• Organize and maintain budget information for specific aspects of the department
• Coordinate Profit and Loss and prepare sales tax information for district catering and concession accounts
• Process Catering/Concessions invoices for payment submission to Accounts Payable
• Prepare correspondence, reports, memos and input data
• Assist patrons with student meal account concerns
• Coordinate with warehouse supervisor accuracy of receiving shipments
• Review weekly multiple vendor credits
• Communicate with technical people within the district and outside vendors
• Interact with department's financial team to maintain and update all financial records with information obtained through the federal programs clerk
• Maintain an efficient filing system and accurate financial records for multiple vendors and projects.
• Maintain multiple Health Department Permit renewals.
• Attend financial training to maintain annual federal professional development requirements.
• Assume additional duties as assigned

Equipment Used:

Personal computer and all appropriate office equipment

Working Conditions:

Work time spent in office environment. Work with frequent interruptions, maintain emotional control under stress. May have exposure to dust and environmental allergens consistent with normal business activity and human contact. Position involves occasional walking; standing; pulling and pushing; kneeling, stooping and bending; sitting; performing tasks requiring fine motor skills and coordination; repetitive hand movements; limited exposure to hot and cold temperatures. Work extended times at a computer and may require occasional irregular hours, as needed. Occasional District-wide travel.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.