Job Description

POSITION: ACCOUNTS PAYABLE CLERK

ADMINISTRATION BUILDING

CLASSIFICATION A - 12 MONTH POSITION

7.5 HOURS PER DAY

2025-2026 SCHOOL YEAR

1.0 FTE

ABOUT OUR DISTRICT:

Holt Public Schools is located in the Lansing metropolitan region. It is primarily located in Ingham County with portions in Eaton County. We provide educational programs from Early Childhood through and beyond 12th grade including access to Early College programming and Career and Technical Education. Our current enrollment totals approximately 4,650 students. Our student body is approximately 47% persons of color with significant ethnic diversity and representation from historically marginalized groups. We employ approximately 800 employees and are committed to hiring and supporting a more diverse workforce. Holt Public Schools is committed to creating an environment in which every member of our community is seen, heard, valued, and welcomed. We value justice, belonging, culture and well-being.

REQUIRED QUALIFICATIONS:

High school graduate with some college level coursework in accounting. Demonstrated typing, bookkeeping, and computer skills, including use of the internet. Excellent spreadsheet skills. Successful completion and competence of job-related interview tasks. Two years of accounting related experience. Excellent and effective communication skills, both oral and written, organization and record management skills.

POSITION SUMMARY:

Responsible for all District purchase orders and maintains all related files. Serves as the District's liaison with vendors and deals with issues related to orders, billing and invoices. Ensures that vendors are paid on a timely basis Oversees the mailroom and coordinates logistics for bulk mailings. Trains support staff on purchasing in Skyward Finance and District purchasing cards Helps staff deal with purchasing issues and vendors. Serves as the backup to bookkeeper and building secretaries for financial support Performs a variety of related support tasks.

PERFORMANCE RESPONSIBILITIES:

Maintains a file of all District purchase orders on financial software and processes purchase orders by sending to vendor, communicating with vendors regarding shipments and invoices, and preparing for payment upon completion of transaction. Flags invoices needing special attention of the Director of Finance. Researches when invoices are received for items that are ordered without using the normal purchasing procedures: getting back-up paperwork for these items. Maintains a strong working knowledge of the 1022 Accounting Manual and District account code practices to review account numbers for accuracy when processing payments. Flag any potential discrepancies for the Director of Finance to review. Processes all Purchase Orders:
-Encumber and manage.

-Liquidate all P.O.'s when the vendor has been paid and/or the order completed or cancelled.

-Processes invoices for payment after reviewing for general accuracy and completeness

-Manage and solve all correspondence with outside vendors.

Issues cash purchase orders used within the District and prepares for payment and follow-up on receipt/documentation and for posting processes. Develops a monthly timeline so that all purchase orders and check preparations are scheduled for computer processing and reports and payment of bills are ready in a timely fashion. Ensures that vendors are paid on a timely basis and prepares a monthly list of invoices paid along with other payment methods such as ACH purchase cards for the Board of Education for payment approval. Responsible for identifying and following up on uncashed checks in a timely manner, maintaining documentation of outreach efforts, and remitting outstanding payments in accordance with unclaimed property laws. Ensures reconciliations are completed and monitored for invoices, reconciles arbiter (REFS) pay; employee reimbursements and reconciles Gordon's Food Service account. Prepares bids for designated items and services, assists in bid openings, and prepares purchase orders for awarded bids. Maintains a current working knowledge of the financial software. Assists in the training of staff related to on-line purchase orders and responds to inquiries of staff. Prepares instructional materials and leads training for purchasing. Assists the Director of Finance in preparation for the annual audit by collecting data, analyzing accounts, and performing other duties. Prepares 1099's for issuance to accounts payable vendors. Oversees mailroom operations. Determines postage amount for outgoing mail and operates postage meter. Prepares necessary paperwork and postage for certified, insured, express, registered, and other forms of mail. Organizes bulk mailings. Oversees all accounting procedures for the District's credit card and purchasing card procurement programs. Prepares documentation and reconciling for payment, Board of Education Reports, and analysis of compliance. Oversees maintenance of designated office equipment and serves as liaison with vendors and repair people for equipment. Develops and maintains spreadsheets for all District monthly and quarterly accounts. Responsible for maintaining supplies/accounts as designated; may include items such as paper, office supplies, cell phones and other designated items. Performs a variety of support tasks such as maintaining files of various financial records and assisting the Director of Finance with special projects. Completes other duties as assigned by the supervisor. Regular, reliable, and punctual attendance is required.

PHYSICAL REQUIREMENTS:

[This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the following requirements. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements]:

Ability to enter and retrieve information from a computer. Ability to lift and move books, boxes of paper, supplies, and other materials. Ability to access kitchens in the High School. Ability to access files and shelving areas, including bending, stooping, and reaching to various locations.

WORKING CONDITIONS:

Works in office conditions. Exposure to childhood illnesses and germs, vomit, and bodily fluids.

REPORTS TO:

Director of Finance

EVALUATION:

Performance of this job will be evaluated annually in accordance with provisions of the Board's policy on Evaluation of Classified Personnel and Bargaining Agreement by the building principal.

TO APPLY:

Please visit our website at and click on Employment, then click the Application link and select the position to complete an online application.

Posted: November 12, 2025

Deadline: Until Filled

Pay: $21.14 - $26.23 per hour

Expected hours: 37.5 per week

Benefits:

Dental insurance Disability insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid sick time Paid time off Retirement plan Vision insurance
Work Location: In person