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FINANCIAL SYSTEMS & ACCOUNTS PAYABLE SPECIALIST

Ketchikan Gateway Borough School District
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Sep 30, 2026
Business Office Full time

JOB DESCRIPTION: FINANCIAL SYSTEMS & ACCOUNTS PAYABLE SPECIALIST

Department: Business Services / Finance

Reports To: Director of Business & Operations

FLSA Status: Non-Exempt

Work Schedule: Full-Time (1.0 FTE), Standard Business Hours, 260 Days

Position Purpose

The Financial Systems & AP Specialist serves a dual role within the Business Services department. This position manages full-cycle Accounts Payable, purchasing disbursements, and weekly bank deposit reconciliations while serving as the primary administrator, internal operational guide, and districtwide Point of Contact (P.O.C.) for all system users across the Procure-to-Pay workflow.

In addition to maintaining core disbursements, the Specialist leads software modernizations (including Tyler Cloud ERP, Amazon eProcurement, and Tyler AP Automation), coordinates data migrations, provides travel compliance oversight, and supports budget encumbrance tracking and analytical support to ensure financial integrity and operational efficiency across all district schools and departments.

Essential Duties & Responsibilities

1. Financial Systems Administration & Districtwide Support (Procure-to-Pay P.O.C.)

  • Primary System P.O.C. & Internal Trainer: Serve as the district's primary point of contact and operational guide across the Procure-to-Pay workflow. While Tyler Technologies provides core platform training, this role is responsible for ensuring end-users (principals, department heads, administrative assistants, and teachers) successfully adopt the system and understand local district protocols.

  • Internal Process Documentation: Translate district financial policies and Tyler platform capabilities into clear, internal standard operating procedures (SOPs), quick-reference tip sheets, and workflow guides tailored to Ketchikan Gateway Borough School District processes.

  • User Competency & Onboarding: Conduct internal walkthroughs, Q&A support sessions, and ongoing user assistance to ensure staff can independently submit purchase requisitions, process approvals, track travel requests, and match invoices without dropping critical transactions.

  • Tyler Cloud Administration: Serve as secondary system administrator for Tyler ERP (Purchasing & Payables modules); build, update, and troubleshoot automated approval chains, workflow routing, and user permission roles.

  • eProcurement & Automation: Lead the technical setup and rollout of Amazon eProcurement (Punchout) and Tyler AP Automation (digital invoice intake and vendor ACH payments).

  • Software Migration & Archiving: Coordinate with IT to manage software cutovers (including the complete archiving of historical Droplet records before platform end-of-life) and ensure all staff are comfortable navigating Tyler Cloud prior to mid-May deadlines.

  • Vendor & Technical Engagement: Interface directly with software vendors and technical support (e.g., Tyler Technologies) during standard business hours to resolve system bugs, test updates, and log feature requests.

2. Core Accounts Payable & Disbursements

  • Disbursement Management: Oversee full-cycle non-payroll disbursements, performing 3-way matching (purchase order, receiving receipt, invoice) and auditing all payment requests for account coding, proper authorization, and policy compliance.

  • Payment Processing: Prepare and execute bi-monthly check runs, initiate ACH payments, upload Positive Pay files to the bank, and manage executive dual-signature ($25k+) workflows.

  • Fast Track Administration: Administer the Fast Track homeschool reimbursement pipeline—overseeing intake forms, automated spreadsheet tracking, PDF archiving, PO creation, payment queueing, and parent notifications.

  • Card & Account Reconciliations: Reconcile monthly district credit card statements, review receipt documentation, and manage vendor accounts (W-9 collection, 1099 annual filing, tax-exempt verification).

3. Travel Administration & Compliance

  • Central Travel Authority: Serve as the district’s expert on travel policy compliance, reviewing and approving Travel Authorizations (TAs) prior to trip execution.

  • Central Booking & Per Diems: Book staff airfare using central district airline accounts, calculate per diem allowances, and issue travel advance payments.

  • Decentralized Logistics Guidance: Guide originating school and department staff on booking their own local hotel accommodations and conference registrations using departmental cards/POs.

  • Voucher Auditing: Review and reconcile post-travel expense reimbursement vouchers against receipts and travel authorizations upon trip completion.

4. Consolidated Deposits & Financial Reporting

  • Weekly Bank Deposits: Receive, reconcile, and process consolidated weekly bank deposits for school lunch program funds and central office incoming checks, balancing incoming bank deposit slips, cash, and checks against daily reports.

  • Budget Oversight Support: Create and apply Red/Yellow/Green monitoring to track school and department encumbrances, providing early warnings to the Director regarding potential overruns.

  • Analytics Support:  Support district leadership with data analytics needs.  Pull, export and analyze data from Tyler and other business systems.  Provide meaningful, organized information as requested.

Knowledge, Skills, and Abilities

  • Customer Service & Training: Exceptional interpersonal and communication skills with a patient, consultative approach to guiding non-financial staff through software systems and internal district procedures.

  • Technical Aptitude: Advanced proficiency with ERP systems (Tyler Technologies preferred), digital workflows, cloud-based purchase requisitions, and spreadsheet tools (Excel/Google Sheets automation).

  • Accounting Principles: Strong understanding of governmental/fund accounting, Accounts Payable procedures, 3-way matching, internal controls, and audit trails.

  • Data Analytics: Proficiency with spreadsheet tools, pulling, merging and organizing data into useful charts, graphs and presentations.

  • Organization & Deadlines: Excellent time management and task prioritization skills, with the ability to manage recurring check runs alongside multi-month software implementation projects.

Required Qualifications

  • Education: Associate’s degree in Accounting, Finance, Business Administration, Information Systems, or a closely related field (Bachelor’s preferred). Relevant professional experience may be substituted on a year-for-year basis.

  • Experience:

    • Minimum 3 years of progressive experience in Accounts Payable, purchasing, or financial operations.

    • Demonstrated experience in software system administration, user support, internal documentation, or leading staff software walkthroughs.

    • Experience in K-12 education or public sector fund accounting is highly desirable.

3 Years minimum experience starts at $80, 892.00

Accepting International Visa Applicants?

No

Start Date

Oct 05, 2026
About
The Ketchikan Gateway Borough School District is known for its strong commitment to providing quality education in a beautiful and unique southeast island Alaskan setting. With a focus on fostering a supportive learning environment, the district emphasizes student engagement and community involvement. 
 
Teachers often go above and beyond to inspire students, offering personalized support and innovative teaching methods. The district also takes pride in its diverse extracurricular activities, which allow students to explore their interests, from sports to arts and culture. 
 
Additionally, the close-knit community values education and works collaboratively to enhance the learning experience, making Ketchikan Gateway Borough School District a remarkable place for students to grow academically and personally.
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