Procurement Card/AP Specialist

Procurement Card/AP Specialist
Lincoln Center Business Office
Salary: $21.00-$25.00 an hour, DOE; Monday-Friday; 8 hours a day
12-Month Permanent/Regular Position; Contract Support Position; Business Services;
Full Benefits, Fully Paid Insurance, PERS Retirement

REPORTS TO EVALUATES
Accounting Manager

PURPOSE/DISTINGUISHING CHARACTERISTICS
The Procurement Card / AP Specialist serves two functions for BSD2 (outlined below).
(a) The Procurement Card (Pcard) Specialist role facilitates the Pcard System across the entire school district. As the System overseer, this role also administers the electronic payment (Epay) system, plus management of all Wire Transfers, Fuel Cards, School Asset System and the SchoolPay program, ensuring that all accounts comply with policies and regulations.
(b) The AP Specialist role oversees the compiling of information and records for reconciling purchase orders regarding the acquisition of materials and services rendered for the school district. The role is responsible for the Purchasing functions within the Business Services Department.
The following description outlines the role and its alignment with BILLINGS SCHOOL DISTRICT TWO’s Mission, Vision and Values. These lists contain the essential job duties, functions and expectations. However, these are not necessarily all-inclusive. Employees may be required to perform other duties as assigned:

ESSENTIAL JOB FUNCTIONS
1. The Procurement Card / AP Specialist is expected to perform all duties and responsibilities as described, in a professional and appropriate manner that is reflective of the Mission, Vision and Values of Billings School District #2. In addition, these expectations, other duties and responsibilities may be assigned to the Procurement Card / AP Specialist.
2. Oversees day-to-day administration of the district’s procurement (Pcard) card program:
a. Training users and auditing charges to ensure all charges are district related.
b. Establish new cards, terminate or modify existing card accounts.
c. Communicate with all Pcard holders and administration on updates, changes or audit requirements.
d. Perform departmental Pcard audits: Randomly audit 6-8 Pcards a month for appropriate usage and tracking of purchases.
3. Govern the Wire Transfers processed across all of BSD2.
a. Verification and auditing the details associated with each transfer.
b. Download and distribute payments and transfers into the General Ledger.
4. Oversee and facilitate additional financial account management, including:
a. Facilitate the SchoolPay program, which processes payments from parents and outside customers. Requires regular coordination of coding categories and payment distributions.
b. Fuel card tracking system and audits of usage of BSD2 Fuel cards.
5. Perform all administrator functions associated with the school and office supply purchasing agreement.
6. Manage all purchasing for the Business Office, may include proofing and submission of bids, along with related coding of all purchases.
7. Oversight of the business office department’s supply ordering budget.
8. The Procurement Card / AP Specialist does not have responsibility for:
a. Department Budgeting, Budget Planning.
b. Planning organizational structure.
c. Development and content of educational curriculum.
9. Performs other duties as assigned or needed to meet the needs of the department/organization.
10. 1099 processing/reporting and vendor maintenance

KNOWLEDGE, SKILLS AND ABILITIES (COMPETENCIES):
KNOWLEDGE OF:
1. Billings Public Schools policy and procedures
2. Confidentiality requirements
3. Know and understand the operational requirements for internal controls, as well as all applicable federal and state regulations.
4. Administration and Management: Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
5. Mathematics: Knowledge of arithmetic, algebra, geometry, calculus, statistics, and the ability to select the appropriate mathematical method(s) or formula(s) to solve a problem.
6. Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
7. English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
8. Computers and Electronics: Intermediate working knowledge and skill operating technology/computer-based work programs/software commonly used within professional settings.

SKILL IN:
1. Professional / Inter-Personal Communications: Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
2. Critical Thinking, Sound Professional Judgment and Decision Making: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. Considering the relative costs and benefits of potential actions to choose the most appropriate one.
3. Excellent Communication Skills (Written; Verbal): Communicating effectively as appropriate for the needs of the audience.
4. Delivers and models the highest level of external (and internal) customer service with all stakeholder interactions.
5. Time Management: Managing one’s own time. This position frequently must perform successfully within limited time periods and must meet deadlines.

ABILITY TO:
1. Service Orientation: Actively looking for ways to help people.

MINIMUM QUALIFICATIONS
[Note: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, certification, licensing experience, knowledge, skill and/or ability required. A combination or accumulation of applicable work-related experience and/or education may be recognized as sufficiently meeting the pre-requisites outlined below.]

Required Credentials:
1. Associate’s degree (2 Year degree program), or equivalent post-secondary training/education or work experience in a related field.
a. Preferred: 4-Year Bachelor’s Degree in Accounting, Finance, Business Administration, or a related field.
Required Experience:
2. 3 - 5 years’ successful work experience within the Accounting, Accounts Payable/Receivable, Auditing or similarly related field.

PHYSICAL REQUIREMENTS:
[Note: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.]
This position is an office environment-based role, there are no specific or unusual physical or environmental demands regularly required of the incumbent outside of a professional office environment. Frequent and continuous physical activities required, include: Sitting, typing, writing, hearing, listening, talking, bending, stooping, and lifting up to 25 pounds. This role is mostly protected from weather conditions or contaminants, but not necessarily from the occasional temperature fluctuation.

Go to www.billingsschools.org and click on "Departments" and then click on "Employment Opportunities" for either the online application for external applicants or the internal application for internal applicants (currently employed by BPS in a regular or temporary position). "AN EQUAL OPPORTUNITY EMPLOYER: This employer does not knowingly discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, or national origin."

Closes: December 27, 2024, Mountain Standard Time