Purchasing and Accounts Payable Specialist

Summary/Objective Primary position that performs the professional and technical work supporting procurement, purchasing, invoice processing, and accounts payable functions for the organization. Ensure compliance with public procurement laws, organization policies/procedures, internal financial controls, and accounting standards while providing efficient support to departments, vendors, and stakeholders.

Pay/Benefits Package Salary: starting at $55,182.40 up to $76,148.80 annually - placement above minimum salary is based on experience. OnPoint Benefits: 401(a) retirement: employer matching 457 retirement Paid holidays Benefits effective date of hire: Medical insurance Dental insurance Vision Coverage Employer funding of Health Savings Account Employer Paid benefits: Disability insurance Life insurance (up to $50,000) Paid Time Off Essential Functions: *Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Purchasing and Contracts Processes purchase requisitions, purchase orders, and procurement documentation in accordance with organization policies and state and federal procurement regulations. Maintains purchasing records, contracts, and vendor files. Coordinates contract renewals and terminations. Draft, review, and negotiate terms, pricing, and conditions in vendor contracts with guidance from Finance leadership.

Supports competitive solicitation processes including Requests for Quotes (RFQs), Invitations for Bids (IFBs), and Requests for Proposals (RFPs). Reviews purchasing requests for completeness, budget availability, and policy compliance. Guides departments with obtaining quotes, bids, and pricing for goods and services.

Responsible for monitoring supplies and materials for agency. Identify and evaluate reliable suppliers; while building strong relationships with preferred vendors. Coordinates with vendors regarding orders, deliveries, pricing discrepancies, and contract compliance. Reconcile billing or purchase order discrepancies. Monitors open purchase orders and follows up on outstanding items.

Analyze market trends and spending patterns to find cost-saving opportunities. Coordinate the purchase of equipment and maintain inventory log (Asset Register), as applicable. Maintain schedule of Subscription Based Information Technology Agreements (SBITAs) and Leases, if any. Accounts Payable Administration Reviews, verifies, and processes invoices for payment accuracy and proper approvals.

Matches invoices to purchase orders and receiving documentation. Prepares and processes vendor payments, including checks, ACH transactions, and electronic payments. Prepares annual payment schedules for Finance leadership review. Maintains accurate accounts payable records in accordance with agency policy and Finance department expectation.

Audit and analyze invoices for accuracy, compliance, and timeliness. Reconciles vendor statements and resolves invoice discrepancies. Ensures timely payment processing in compliance with applicable regulations and payment terms. Assists with year-end and month-end accounts payable accruals and audit documentation. Generate 1099 forms as required.

Complete agency required training. Performs other duties as assigned. Competencies: Capability to read complex legal and financial documents and evaluate vendor proposals. Ability to advocate for company pricing, terms, and value during vendor discussions. Ability to interpret policies and ensure compliance. Effectively communicates (written and verbal) in working with cross-functional teams and external vendors while always maintaining a respectful and positive outlook.

Actively looks for ways to improve processes and communicate ideas openly without being asked to do so. Exhibits effective time management skills with the ability to prioritize tasks and consistently meet deadlines. Displays optimism in actions through participation in problem solving and continuous improvement activities.

Maintains consistent and regular attendance. Schedules time-off in advance. Supervisory Responsibilities: None Core Values: Integrity Inclusivity Honor Equality Humility Innovation Teamwork Cultural Competence Environment (Work, Physical, Travel): Work Environment – Environments can vary. Office environment. Travel by automobile to other locations within and outside of the County may be required.

Physical Demands – Generally, performs sedentary work but must have the ability to lift up to 35 pounds. Occasional bending, stooping, kneeling, lifting. Ability to sit for extended periods of time. Required Education and Experience: Associate’s degree in Accounting, Business Administration, Supply Chain Management, Finance, or business field with 5+ years of related experience or equivalent, verifiable experience in accounts payable, computerized accounting and financial operations.

General knowledge of office procedures and computer systems required. Knowledge of Microsoft Office 365, especially Excel. Preferred Education and Experience: Bachelor’s degree in accounting or business field. Experience with Enterprise Resource Planning (ERP) or procurement software. General office equipment: fax machine, scanner, copy machine, calculator, printer, etc.

Lived experiences with mental illness/developmental disabilities/co-occurring disorders/substance use disorders valued. Additional Eligibility Requirements: Willingness to work extra hours when required. Provide professional communication with vendors, and visitors by phone or in person or in writing as appropriate. Must possess a valid driver’s license, registration and proof of automobile insurance when operating County vehicles or operating personal vehicles in performance of job duties at any time.

May provide own transportation for job related use to and from meetings and activities at varying work locations throughout Allegan County. Work Authorization/Security Clearence Requirements: In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

EEO Statement: OnPoint respects and appreciates differences based on race, color, religion, national origin, gender, sexual orientation, age, abilities, culture, occupation, position, education, and the life experiences of each individual. OnPoint recognizes diversity as the mix of unique talents that each employee brings to the agency.