Business/Operational Services Specialist

District Office

Business/Operational Services Specialist

Available: April 06, 2026

Title: Business/Operational Services Specialist
Reports To: Director of Business Services
Duration: 12 Months
Salary: Level V, Step 1

Purpose Statement
The job of Business Services Specialist is done for the purpose/s of providing support for department
functions with specific responsibility for performing activities related to the accurate processing of
payment for approved invoices and contract payments; recording, updating and reconciling related
financial information; and ensuring compliance with mandated requirements.

Essential Functions
? Compiles financial information related to Accounts Payable activities (e.g. vendor contact
information, No Purchase Order payment requisitions, travel expenses, etc.) for the purpose of
providing required documentation and/or processing information.
? Monitors payable account balances and related financial activity (e.g. athletic official payments,
etc.) for the purpose of ensuring that allocations are accurate and comply with established
financial practices.
? Prepares written materials and electronic financial information (e.g. voucher ratification reports,
email vendor copies of purchase orders, vendor lists, bookstore refunds, petty cash
reimbursements, cash advances, travel vouchers, etc.) for the purpose of documenting activities,
providing reference, conveying information, and complying with established financial, legal
and/or administrative requirements.
? Maintain an active vendor database and compliance with required IRS regulations (e.g. current
W-9 forms, preparation of annual 1099 reporting etc).
? Preparing Board packet and memos to the Board of Education regarding financial information.
? Review for accuracy and processes financial information (e.g. POs, NOPOs, bookstore refunds,
petty cash reimbursements, cash advances, travel vouchers, athletic official payments, etc.) for the
purpose of updating and distributing payments, authorizing for action and/or complying with
established accounting practices and board policy.

? Reconciles financial data (e.g. NOPO conversions, travel expenses, processed PO's, vendor files
with the IHSA Directory, etc.) for the purpose of maintaining accurate accounts payable balances
and ensuring compliance with established accounting practices.
? Receive, respond and organize FOIA's for the district.
? Prepares Board Report regarding FOIA's responded to or denied.
? Completes required annual FOIA training.
? Schedules a wide variety of activities (e.g. appointments, meetings, employee orientations,
opening bid meetings, etc.) for the purpose of making necessary arrangements for the assigned
administrator.
? Supports assigned Central Office administrative personnel for the purpose of providing assistance
with their functions and responsibilities.
? Responds to inquiries from staff, administration and vendors for the purpose of providing
information, direction and/or referral to resolve inquiry.
? Maintains accurate record keeping/filing system of all accounts payable backup information to
ensure complete information is available for internal and external review.

Other Functions
? Informs other staff and vendors regarding procedural requirements for the purpose of processing
accounts payable transactions.
? Performs other related duties as assigned for the purpose of ensuring the efficient and effective
functioning of the work unit.
? Provides training information to new users of the purchasing/financial system for the purpose of
ensuring proper use of systems.

Job Requirements: Minimum Qualifications

The requirements listed below are representative of the knowledge, skill and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions.

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to
meet changing job conditions. Specific skill based competencies required to satisfactorily perform
the functions of the job include: operating standard office equipment including pertinent software
applications; preparing and maintaining accurate records; and performing accounting procedures;
problem solving.

KNOWLEDGE is required to perform basic math, including calculations using fractions,
percents, and/or ratios; read a variety of manuals, write documents following prescribed formats,
and/or present information to others; and understand complex, multi-step written and oral
instructions. Specific Knowledge based competencies required to satisfactorily perform the

functions of the job include: general accounting/bookkeeping principles; and codes/ laws/ rules/
regulations/ policies.

ABILITY is required to schedule activities and/or meetings; gather, collate, and/or classify data;
and use basic, job-related equipment. Flexibility is required to work with others in a variety of
circumstances; work with data utilizing defined but different processes; and operate equipment
using defined methods. Ability is also required to work with a wide diversity of individuals; work
with a variety of data; and utilize job-related equipment. Problem solving is required to identify
issues and create action plans. Problem solving with data frequently requires independent
interpretation of guidelines; and problem solving with equipment is limited. Specific Ability
based competencies required to satisfactorily perform the functions of the job include:
communicating with diverse groups; setting priorities; working with detailed information/data;
and working as part of a team.

Responsibility

Responsibilities include: working under limited supervision following standardized practices
and/or methods; providing information and/or advising others; Utilization of some resources from
other work units is often required to perform the job's functions. There is a continual opportunity
to have some impact on the organization's services.

Working Environment
The usual and customary methods of performing the jobs functions require the following physical
demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching,
and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10%
walking, and 10% standing. This job is performed in a generally clean and healthy environment.

Experience Job related experience is desired

Education High school diploma or equivalent

FLSA Status Non Exempt