Accounts Payable Specialist
Indianapolis, IN, US, 46204
Work for Indiana
Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.
About the Indiana Department of Education (DOE):
The Indiana Department of Education provides innovative support to Indiana schools, teachers, students, and parents. We proactively work with educators, policymakers, business leaders, and community-based organizations to build student success. Our strategic priorities include:
- Delivering quality, purposeful educational opportunities for each student
- Elevating and supporting Indiana’s educators
- Increasing partnerships and delivering aligned, effective, and efficient support
Role Overview:
This Accounts Payable Specialist is responsible for the daily management of accounts payable functions, including oversight of the AP mailbox, review and validation of incoming invoices, and timely, accurate processing of invoices.
Key responsibilities include performing high volume data entry and processing invoices within PeopleSoft. The Specialist will also respond to vendor and internal invoice inquiries, research and resolve invoice discrepancies, and support efficient workflow within the Department.
In addition, the Specialist is responsible for managing fixed assets including entry of new assets and the ongoing maintenance and reconciliation of existing asset records to ensure accuracy and compliance.
This role requires a high level of attention to detail and adherence to established policies and internal controls. The ideal candidate will demonstrate strong organizational skills, and a commitment to maintain accuracy and timeliness.
Salary Statement:
The salary for this position traditionally starts at $53,222.00 but may be commensurate with education or work experience.
A Day in the Life:
The essential functions of this role are as follows:
- Coordinate information flow on large purchases, new or renewed QPA’s and procurement contracts.
- Assist with the reconciliation of purchasing data utilizing procurement systems.
- Provide clarification, technical assistance, and problem-solving resolutions to staff in all procurement issues.
- Evaluate the equipment and vendor selection process, to ensure prospective vendors meet state business requirements, prior to purchase.
- Negotiate leases, contracts, and service agreements.
- Negotiate, execute, and administer contracts, QPA Agreements and amendments.
- Solicit bid proposals, obtains quotes and reviews requisitions from vendors for materials and supplies.
- Maintain all documentation surrounding the bid solicitation process once we receive a requisition until a Purchase Order has been issued.
- Review price quotes, availability of items and/or services, determines compliance to specifications and/or qualifications, and makes purchase recommendations to the department.
The job profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
This position is exempt from overtime compensation for additional work hours which may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.
What You'll Need for Success:
Individuals in this role should minimally be able to articulate or demonstrate the following:
- Ability to analyze contractual documents, and reports.
- Ability to prepare and interpret financial statements and reports.
- Ability to apply program requirements into working procedures and priorities.
- Considerable knowledge of state procurement policies and methods.
- Extensive knowledge of Federal and State procurement rules, regulations, and procedures.
- Ability to write specifications and/or prepare contracts for products, services, or equipment.
- Working knowledge of computer software systems utilized for procurement and automated accounting procedures.
- Ability to analyze and process technical specifications, invitations for bid proposals, and quotations.
- Ability to ensure concise and informative reports from technical data and records.
- The ability to research and develop new vendor resources.
A degree is not required. However, at least 5 - 8 years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.
Individuals should have the ability to perform essential functions with or without reasonable accommodation.
Supervisory Responsibilities/Direct Reports:
Benefits of Employment with the State of Indiana:
The State of Indiana offers a comprehensive benefit package for full-time employees which includes:
- Three (3) medical plan options (including RX coverage) as well as vision and dental plans
- Wellness Rewards Program: Complete wellness activities to earn gift card rewards
- Health savings account, which includes bi-weekly state contribution
- Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
- Two (2) fully-funded pension plan options
- A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
- 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
- Up to 15 hours of paid community service leave
- Combined 180 hours of paid vacation, personal, and sick leave time off
- 12 paid holidays, 14 on election years
- Education Reimbursement Program
- Group life insurance
- Referral Bonus program
- Employee assistance program that allows for covered behavioral health visits
- Qualified employer for the Public Service Loan Forgiveness Program
- Free Parking for most positions
- Free LinkedIn Learning access
Equal Employment Opportunity:
The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.
Nearest Major Market: Indianapolis
