Procurement Coordinator and A/P Specialist (IMMEDIATE)

Job Description

Procurement Coordinator & Accounts Payable (A/P) Specialist

THE ORGANIZATION 

Lighthouse Community Public Schools

At Lighthouse Community Public Schools we are engaged in an educational movement that goes beyond our classrooms working to disrupt inequities by providing our students and families exceptional educational opportunities every day. Grounded in our core values of community, integrity, agency, love, and social justice rooted in the EL Education Model, LCPS is a leader in fostering innovative schools achieving exceptional student outcomes where each child is at the center of their own learning. Our mission is to prepare diverse students for college, a career of their choice, and to be lifelong changemakers. Founded in 2002, LCPS operates two high-achieving K-12 public charter schools--Lighthouse and Lodestar--serving nearly 1,600 students in East Oakland. LCPS is a beacon for public education and our graduates fulfill the promise of a better, brighter Oakland. 

Learn more at www.lighthousecharter.org.

THE OPPORTUNITY

Procurement Coordinator & Accounts Payable (A/P) Specialist

LCPS is looking for a Procurement Coordinator and A/P Specialist to join our finance team.  This role - based at the LCPS Shared Service office - presents an opportunity to support the Lighthouse mission by providing top-notch business support for the procurement and A/P systems across our organization.  The individual who fills this role will be committed to strong organization, accuracy, follow-through, and believes that the work we do to support the business of Lighthouse is important to the overall function of supporting students in their pursuit of the school’s mission.  This role is a good fit for someone with existing knowledge and experience of procurement and A/P processes who is excited to optimize these systems with future opportunities to grow as our organization continues to expand.

CORE COMPETENCIES

• Mission and Core Values Focus:  Inspired by our mission and belief that all students can achieve, models the LCPS values of community, integrity, love, social justice, and agency. 

• Organization and Attention to Detail.  Pays attention to school needs and utilizes organizational skills to make sure Business functions are efficient, accurate, and responsive to the needs of our organization.  

• Knowledge of Procurement & Accounts Payable Processes & Functions: Has experience and training in effectively processing and managing procurement and accounts payable requests and processes. 

• Communication.  Displays excellent written and oral communication. 

• Responsiveness.  Consistently follows through with clarity and urgency with all LCPS community members & external partners in a professional and caring manner.

• Autonomy. Works with a high degree of independence, accuracy, and efficiency.

ROLES & RESPONSIBILITIES

• Procurement & Ordering 

  • Manages the systems for ordering and procurement across the organization, including making recommendations on continuous improvement needs.

  • Responsible for day-to-day transactions and smooth running of ordering and procurement at the Shared Services office and across our school sites, working closely with budget managers, office managers, and the Operations, Academic, and Technology teams to anticipate and fulfill ordering and procurement needs.

  • Creates and manages online database of vendor profiles for use by LCPS staff and school site personnel

  • Serve as LCPS’ administrator for all ordering systems including but not limited to Staples, Amazon Business, and Netsuite

  • Aligns purchasing procedures to requirements of governmental funding, external grants, internal practices, or other needs and requirements.

  • Researches prices and buys items based on best price commensurate with quality and/or volume

  • Communicates and negotiates with vendors and outside sales representatives regarding rates, vendor discounts, incorrect orders. 

  • Supports work-related travel purchasing and reimbursement needs including but not limited to approved conference and professional development attendance, including flights, lodging and per diem food costs.

• Accounts Payable 

  • Is the primary person responsible for efficiently and accurately processing all A/P transactions across a 200+ person organization (~125-200 payments on a monthly basis varying based on time of year)

  • Manages vendor relationships for payment, communicating with both external partners and internal staff to ensure smooth execution

  • Processes payments in a timely manner; including payments via invoice, PO, credit cards, reimbursements, etc. while maintaining a high degree of accuracy in aligning to our chart of accounts and ensures proper approval protocols are known and followed

  • Supports accounts receivable functions on an occasional, as-needed basis

• Support for School Staff on Business functions 

  • Refines and establishes clear systems and procedures that ensure smooth execution of financial processes by staff members

  • Provide training for processes and process changes to ensure all staff and especially budget managers and office staff are able to follow LCPS procurement and A/P processes.

  • Produces spending reports for internal staff members, aligning purchases made to the appropriate internal budgets

  • Maintains accurate invoice files and other fiscal or transaction records as required by law and LCPS policy

  • Provides support for site-based Operations staff on an as-needed basis to intake deposits, invoices and other business-related items in accordance with LCPS Financial Policies

• Communication with staff and external partners 

  • Responds quickly and professionally to employee and manager questions and concerns, demonstrating a high level of customer service and urgency 

  • Make regular trips to each school site to ensure clear communication, proper functioning of systems, and exchange of mail.  This is estimated to be weekly, but will be on an as needed basis.

  • Make trips as needed to external partners (i.e., district office) that require hard copy documentation

• Shared Service Office support 

  • Coordinate travel as needed for staff’s professional development opportunities

  • Complete special projects as needed 

• Other duties as assigned by supervisor 

SUPERVISION & COLLABORATION OVERVIEW

• Reports to: Senior Director of Finance

• Key Collaborators: Finance Team & Budget Managers across sites

MINIMUM QUALIFICATIONS

• B.A. or B.S., required

• 2+ years experience in procurement/accounts payable  required

• Familiarity with basic accounting skills preferred

• Experience with Microsoft Excel preferred

• Experience with Google Apps preferred

• Note that a valid CA driver’s license and access to a vehicle is required for completion of regular responsibilities within the work week

TIME COMMITMENT

This is a 12-month (233 day) full-time exempt salaried position. The schedule for this position is in accordance with the school calendar, including approximately five weeks off during school vacations/holidays and eligible for PTO determined in conjunction with the manager. Position may be able to work remotely part of the time but will require ~1-3 days in office per week with supervisor approval of schedule.

COMPENSTATION

This role is a full-time, exempt position.  Lighthouse offers competitive wages; benefits include a comprehensive employer-contributed retirement plan, medical and dental coverage, and professional development opportunities as well as generous sick and vacation time.

TO APPLY

People of color and bilingual candidates are strongly encouraged to apply.  

Interested candidates should submit:

• Resume

• Cover letter describing your interest in this exciting position and why you are an optimal fit

• 3 references with Name, Email, Phone Number and Title/nature of working relationship

Application submission screening and initial phone interviews will be completed on a rolling basis until filled.  In-person interviews and performance tasks will take place on-site.   

Lighthouse Community Charter Public Schools is an equal opportunity employer committed to diversity at all levels.