Accounting Specialist
General Description:
The Accounting Specialist is responsible for supporting the day-to-day financial operations of the organization, with a primary focus on accounts payable, purchasing/ordering, and accounts receivable functions. This position ensures accurate processing of financial transactions, proper documentation, and compliance with established procedures, including the Florida DOE Red Book (Financial and Program Cost Accounting for Florida Schools). The role will also provide secondary support to the Human Resources Director as needed.
Specific Duties:
Accounts Payable & Purchasing
- Process accounts payable, including invoice review, coding, and payment processing
- Review purchase orders, verify approvals, and match invoices to supporting documentation
- Assist with processing weekly orders, including requesting quotes and coordinating with vendors
- Communicate with vendors to resolve discrepancies, pricing issues, or missing documentation
- Maintain organized, complete, and audit-ready accounts payable files in compliance with Red Book requirements
Accounts Receivable
- Assist with invoicing and billing processes
- Track and post incoming payments and deposits
- Monitor outstanding balances and assist with follow-up as needed
- Ensure proper recording, coding, and documentation of receivable transactions in accordance with Red Book classification
Payroll & General Accounting Support
- Monitor and review daily electronic timesheets for errors prior to payroll processing
- Assist with posting transactions into accounting software (QuickBooks)
- Maintain general accounting records and assist with reconciliations
- Ensure transactions are properly coded and recorded in compliance with Florida Red Book guidelines and internal controls
Inventory & Operational Support
- Perform counts and ensure all inventory is accounted for and reported in accordance with company policy
- Investigate and correct discrepancies in reported quantities and locations of inventory
- Support asset tracking and documentation in alignment with state reporting requirements
- Travel to all campuses on occasion to perform basic inventory tasks
Human Resources Support (Secondary Role)
- Assist the Human Resources Director with administrative tasks as needed
- Support onboarding and offboarding processes
- Maintain employee files and assist with record updates within school district software applications
- Assist with unemployment claim responses
Essential Duties and Responsibilities
- Maintain accounts payable, accounts receivable, payroll records, and other statutory documentation
- Maintain a working knowledge of Accounts Payable, Accounts Receivable, Payroll,
- Inventory, and Procurement processes
- Ensure all financial transactions are accurately coded and compliant with Florida
- DOE Red Book accounting standards
- Review purchase orders, contracts, and invoices for accuracy and proper authorization
- Monitor project/grant expenditures for compliance with state and federal requirements
- Maintain general books of account according to established accounting classifications
- Work closely with the Chief Financial Officer (CFO) on financial processes, reporting, and compliance matters
- Assist the Human Resources Director as needed
- Perform other duties as assigned by the CFO
Required Competencies
- Strong attention to detail, particularly in high-volume transaction processing.
- Ability to manage multiple priorities and meet deadlines
- Strong organizational and time management skills
- Ability to work with sensitive and confidential information
- Effective communication and problem-solving skills
- Ability to work independently and collaboratively
- Dependable with consistent attendance and punctuality
- Ability to lift up to 20 pounds
School Expectations
All employees are expected to demonstrate regular and predictable attendance; to support Pepin Academies vision, mission, goals, and Strategic Plan; to engage in civility, respect, and professionalism; and to maintain the professional knowledge and skills necessary to perform the essential duties and responsibilities of their positions.
Qualifications
The requirements below are necessary for the knowledge needed to perform this job.
All employees are expected to demonstrate regular and predictable attendance; to support Pepin Academies vision, mission, goals, and Strategic Plan; to engage in civility, respect, and professionalism; and to maintain the professional knowledge and skills necessary to perform the essential duties and responsibilities of their positions.
Qualifications
The requirements below are necessary for the knowledge needed to perform this job.
- Degree or formal training in Business, Accounting, or Finance preferred
- Experience in accounts payable, purchasing, accounts receivable, or bookkeeping (education setting preferred)
- Proficient in Microsoft Office (Excel, Word, Outlook)
- Experience with QuickBooks Online
- Knowledge of payroll processing systems preferred
- Familiarity with Florida DOE Red Book accounting practices preferred
- Must have reliable transportation