What are the responsibilities and job description for the Business Services Specialist position at Peach Springs Unified School District #8?
- Assisting with establishing and maintaining procedures, best practices, and methods that ensure purchases are in accordance with federal, state, and local laws.
- Assist with communication to internal and external stakeholders to ensure proper use of SOPs, payroll, and purchasing procedures and requirements.
- Prepare and maintain documents related to the Business Services.
- Support an efficient and supportive working relationship with local, state, and federal agencies to ensure that department adheres to all applicable statutes, policies, and procedures.
- Collaborate with departments and schools to support strategic procurement procedures and plans.
- Assist with policies and procedures that improve upon and standardize the processes of the procurement process.
- Support staff by providing technical guidance and direction with continuous training.
- Identify and communicate departmental issues with management staff.
- Provide reports and analyze operations within the area of assignment to take action that continuously improves procedures, services and support to schools and work locations.
- Prepare and deliver solicitation documents to all relevant stakeholders.
- Distributes purchase orders, places orders with vendors and distributes file copies and back-up documentation
- Performs due diligence on cooperative contract purchases
- Assume prime responsibility in the processing of the payroll for all employees, including computer processing and file managing.
- Receive and compute all payrolls, making deductions for income tax, retirement, tax-sheltered annuities, and like deductions.
- Maintain records covering all deductions, preparing reports and checks for proper agencies, and reconcile all billings except for medical and life.
- Prepare and reconcile all tax forms relating to payroll matters.
- Maintains various payroll information (e.g. pay rates and records, leave records, etc.) for the purpose of providing an up-to-date reference and audit trail for compliance.
- Monitors employee status (e.g. leave time, work location etc.) for the purpose of ensuring accurate distribution of funds and payroll.
- Processes payroll information (e.g. electronic pay records, time cards, withholding information, etc.) for the purpose of updating information and/or authorizing timely payment.
- Maintain electronic web based Time Clock system (e.g. Employee set-up, maintaining users. Maintaining jobs, exporting payroll and leave records into payroll accounting software.).
- Electronic substitute system (Exporting of substitute time and teacher leave into payroll accounting software).
- Prepares and submits timely deduction payments without penalty.
- Provide training and support for schools/departments and employees regarding payroll issues.
- Performs accounts payable functions; inputs and reconciles invoices to purchase orders or receipts, processes expense reports and refunds and produces accounts payable reports
- Examines and verifies accounts payable reports, reconciles vendor statements, contacts vendors for information or corrective actions, contacts district personnel regarding purchase requests, receipts, invoices and maintains vendor files
- Responsible for weekly expense voucher processing
- Processes credit applications
- Prepares monthly Use Tax and submits to the Arizona Department of Revenue
- Assists with audits and year-end closing functions
- Prepares and distributes yearly vendor 1099 tax documents
- Prepare and submit request for funds for SFB projects
- Process purchase order supplemental funds as necessary
- Record all district utilities to Midstate Energy Tracking sheet
- Verify cash count for student store close out
- Enter deposits for misc cleaning, student activities and auxiliary accounts
- Process payments for student activity and auxiliary accounts
- Review all benefits/insurance bills for accuracy and issue payment from the insurance account. Report any discrepancies to Benefits Broker
- Reconcile district bank accounts
- Other duties as assigned.
- Advanced knowledge of financial and accounting procedures, policies, statues and regulations
- Advanced knowledge of spreadsheets (Excel) and other financial/ business management software programs
- Operating knowledge of computer programs, including email, word processing, spreadsheets, and databases
- Ability to communicate effectively, orally and in writing, including electronic media
- Ability to organize, prioritize, manage and carry out duties efficiently and within established timeframes
- Wide range of clerical experience and experience in all aspects of the payroll process (school accounting is preferred).
- Skills to operate standard office equipment including use of basic computer applications, use English in both written and verbal form, use correct spelling, grammar and punctuation, perform basic arithmetic calculations.
- Must have courteous telephone manners, the ability to communicate effectively with school personnel, good work attitude with a positive and pleasant disposition.
- Knowledge or training in payroll procedures of a public school including entry and accounting.
- Ability to sit for prolonged periods, understand and carry out oral and written instructions.
- Ability to maintain confidentiality of information.
- Ability to maintain a positive working relationship with employees to promote a quality of service image.
- Ability to work under pressure and meet strict deadlines.
- High School diploma or equivalent; Associate’s degree preferred
- Minimum of four years purchasing, accounts payable, payroll experience
- Two years data processing experience
- MS Excel intermediate proficiency required
- Tyler Technologies, Visions ERP pro preferred
IVPP FINGERPRINT CLEARANCE CARD REQUIRED FEOM AZ DPS
JobID: 343
Position Type:
Secretarial/Clerical/Accounts Payable
Secretarial/Clerical/Accounts Payable
Date Posted:
4/18/2025
4/18/2025
Location:
District Office
(High-Needs School)
District Office
(High-Needs School)
Date Available:
ASAP
ASAP
Closing Date:
05/02/2025
05/02/2025
Business Specialist
Primary Purpose
Accounts Payable
QUALIFICATIONS & REQUIREMENTS:
FLSA Status: Non-exempt
Primary Purpose
Perform specialized duties in one or more areas of operational procedures that govern district procurement functions to maintain the integrity of the public procurement process. Assists in the responsibility of processing payroll and maintaining the employee database regarding pay and leave. Performs general accounting functions using the Uniform System of Financial Records Chart of Accounts and is primarily responsible for accurately processing and recording vendor payments and deposits.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Procurement
Payroll
Accounts Payable
KNOWLEDGE, SKILLS & ABILITIES:
QUALIFICATIONS & REQUIREMENTS:
Education & Experience:
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is required to reach with hands and arms. This position requires the use of strength to lift items needed to perform the functions of the job; sit, stand and walk for required periods of time; speak and hear; use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision; communicate effectively in English, using proper grammar and vocabulary. American Sign Language or Braille may also be considered as acceptable forms of communication; the employee would be required to carry up to 20 pounds safely and could occasionally lift or move up to 50 pounds.
WORK ENVIRONMENT:
The position is exposed to a variety of childhood and adult diseases and illnesses; occasional exposure to a variety of weather conditions; exposure to heated/air conditioned and ventilated facilities; exposure to a building in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment; function in a workplace that is usually moderately quiet but that can be noisy at times.
Application first review May 2, 2025FLSA Status: Non-exempt
