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Technology Accounts Payable and E- Rate Specialist

Johnston County Public Schools -
Smithfield, NC

Apply Now

Job Details

Full-time
$3,848 - $5,366 a month

Qualifications

Purchasing management systems (technically supported)

Full Job Description

JCPS Technology Accounts Payable & E-Rate Specialist

Reports To: Technology Officer

Term: 12 months

Grade: 70/71

Range is based on Education and Experience ($3,848-5,366)

FLSA Status: Non Exempt

Position Summary

The Accounts Payable & E-Rate Specialist is responsible for providing financial, purchasing, and administrative support for the Technology Department. This position manages accounts payable, payroll administration, purchasing processes, budget tracking, E-Rate program compliance, and financial recordkeeping while ensuring compliance with district, state, federal, and E-Rate regulations. The specialist serves as the primary liaison between the Technology Department, Finance Department, vendors, and service providers to ensure the timely procurement and payment of technology equipment and services.

Essential Duties and Responsibilities

Accounts Payable

Process invoices for payment in accordance with district purchasing policies and procedures.
Verify purchase orders, receiving documentation, and invoices for accuracy prior to payment.
Resolve invoice discrepancies with vendors and district departments.
Maintain accounts payable records and supporting documentation.
Monitor outstanding invoices to ensure timely payments.
Reconcile vendor statements and resolve payment issues.
Assist with month-end and fiscal year-end financial closeout activities.

Payroll Administration

Prepare, review, and process departmental payroll documentation in accordance with district payroll procedures and established deadlines.
Verify employee time records, leave balances, overtime, on-call pay, stipends, supplements, and extra-duty assignments for accuracy.
Coordinate payroll actions with the Human Resources and Payroll Departments.
Process payroll adjustments and corrections as needed.
Maintain payroll records and supporting documentation.
Monitor payroll expenditures to ensure alignment with approved departmental budgets and funding sources.
Assist with onboarding payroll documentation for new employees and position changes.
Ensure compliance with applicable federal, state, and district payroll regulations and policies.
Respond to employee payroll inquiries and resolve discrepancies.
Prepare payroll-related reports for department leadership.

Purchasing and Procurement

Prepare purchase requisitions and purchase orders for technology equipment, software, licensing, maintenance agreements, and services.
Monitor purchase orders from creation through receipt and payment.
Coordinate purchasing activities with district Finance and Purchasing Departments.
Maintain procurement documentation in compliance with local, state, and federal purchasing requirements.
Track technology budgets and provide expenditure reports.
Assist with competitive quotations, bids, and Requests for Proposals (RFPs).
Monitor vendor contracts, renewals, and maintenance agreements.
Review, verify, and approve districtwide technology procurement requests to ensure compliance with district purchasing policies, budget allocations, state and federal regulations, contract requirements, and technology standards prior to processing.
Evaluate purchase requests for accuracy, funding availability, vendor compliance, and alignment with district technology initiatives and approved specifications.
Coordinate with the Technology, Finance, Purchasing, and school administrators to facilitate timely procurement of technology equipment, software, services, and related resources.

E-Rate Program Administration

Assist in the administration of the Universal Service Schools and Libraries (E-Rate) Program.
Maintain documentation required for E-Rate compliance and audits.
Coordinate vendor documentation and funding requests.
Track eligible purchases and ensure compliance with E-Rate rules and timelines.
Assist with the preparation and submission of Forms 470, 471, 472 (BEAR), 474 (SPI), 486, 500, and other required documentation, as applicable.
Maintain organized records for the required document retention period.
Monitor funding commitments, reimbursements, and project completion.
Coordinate with vendors, consultants, and district staff regarding E-Rate funded projects.

Financial Management

Monitor departmental budgets and encumbrances.
Prepare budget reports and expenditure summaries.
Assist in forecasting technology expenditures.
Track bond-funded and grant-funded technology purchases.
Maintain financial records supporting capital improvement projects and technology initiatives.

Administrative Support

Maintain accurate purchasing, inventory, and financial records.
Prepare reports for district administration, auditors, and state agencies.
Assist with annual technology inventory and asset documentation.
Process and submit workers' compensation reports for departmental employee injuries, coordinate required documentation with Human Resources and the district's workers' compensation administrator, monitor claim status, and maintain confidential records in compliance with district policies and state regulations.
Coordinate with vendors regarding shipments, warranties, returns, and credits.
Respond to inquiries from district staff regarding purchasing and payment status.
Support Technology Department initiatives and special projects.
Maintain confidentiality of financial and personnel information.

Knowledge, Skills, and Abilities

Knowledge of governmental accounting principles and accounts payable procedures.
Knowledge of public school purchasing laws and procurement regulations.
Working knowledge of the Federal E-Rate Program and FCC requirements preferred.
Ability to interpret purchasing policies, contracts, and financial reports.
Strong organizational and recordkeeping skills.
Excellent attention to detail and accuracy.
Ability to prioritize multiple deadlines.
Strong written and verbal communication skills.
Proficiency with Microsoft Excel, Word, Google Workspace, and financial management software.
Ability to work independently while collaborating with multiple departments.
Ability to maintain confidentiality and exercise sound judgment.

Minimum Qualifications

Associate degree in Accounting, Business Administration, Finance, or a related field preferred; equivalent education and experience may be considered.
Three years of progressively responsible experience in accounts payable, bookkeeping, purchasing, or financial administration.
Experience with governmental or school district accounting is preferred.
Experience with E-Rate administration or federal grant compliance preferred.
Experience using financial management and purchasing software.

Physical Requirements

Ability to perform work in an office environment.
Ability to lift up to 25 pounds occasionally.
Ability to sit for extended periods while using a computer.
Ability to communicate effectively with staff, vendors, and the public.

Performance Responsibilities

Performance will be evaluated in accordance with Board policy and district evaluation procedures.

DISCLAIMERS: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.

Johnston County Public Schools is an equal opportunity employer and does not discriminate in the employment or promotion of employees on the basis of gender, race, religion, age, national origin or disability.

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JCPS Technology Accounts Payable & E-Rate Specialist

Position Summary

Essential Duties and Responsibilities

Accounts Payable

Payroll Administration

Prepare, review, and process departmental payroll documentation in accordance with district payroll procedures and established deadlines.

Verify employee time records, leave balances, overtime, on-call pay, stipends, supplements, and extra-duty assignments for accuracy.

Coordinate payroll actions with the Human Resources and Payroll Departments.

Process payroll adjustments and corrections as needed.

Maintain payroll records and supporting documentation.

Monitor payroll expenditures to ensure alignment with approved departmental budgets and funding sources.

Assist with onboarding payroll documentation for new employees and position changes.

Ensure compliance with applicable federal, state, and district payroll regulations and policies.

Respond to employee payroll inquiries and resolve discrepancies.

Prepare payroll-related reports for department leadership.