AP Assistant - Part-time

SUMMARY:

The Accounts Payable Assistant provides administrative and transactional support for the Accounts Payable function. This role is responsible for processing invoices, maintaining organized records, and supporting the day-to-day workflow of Accounts Payable. The position focuses on accurate and timely data entry and documentation, while escalating discrepancies and issues.

ESSENTIAL FUNCTIONS:

• Supports daily Accounts Payable inbox activities, ensuring incoming invoices are organized, complete, and ready for processing.
• Performs 3-way matching of invoices, purchase orders, and receiving documentation; identifies and escalates discrepancies.
• Coordinates invoice routing through established approval workflows and proactively tracks status to prevent processing delays.
• Enters approved invoices into Multiview (voucher entry) with complete supporting documentation.
• Collects and maintains credit card and expense documentation, ensuring all required receipts are complete and properly filed.
• Prepares invoice batches and supporting documentation for weekly check runs.
• Assists with vendor statement reviews by identifying missing invoices and gathering supporting documentation.
• Maintains structured and audit-ready AP records in accordance with internal controls and documentation standards.
• Organizes and prepares documentation in support of internal and external audit requests.
• Other duties as assigned.

QUALIFICATIONS:

• High School Diploma or GED required; Associate's degree in Accounting, Finance, or related field preferred
• Minimum of two (2) years of Accounts Payable experience required, including exposure to Purchasing processes; experience in high-volume or public sector environments preferred
• Proficiency in Microsoft Excel, Word, and working with PDF documents required; experience utilizing ERP systems such as Multiview and Operative IQ preferred
• Ability to interact effectively and professionally with all levels of management, employees, and external partners required; experience supporting cross-functional teams preferred
• Demonstrated ability to manage multiple tasks with a high degree of accuracy in a fast-paced environment required; prior experience handling competing priorities under tight deadlines preferred
• Must not be excluded from participation in federally funded healthcare programs (OIG)
• Knowledge of Emergency Medical Services (EMS) or ambulance operations preferred

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Sit for extended periods of time
• Walk, stand, bend, squat, twist, and reach
• Simple grasping and fine manipulation
• Extended keyboarding

WORKING CONDITIONS:

• Air-conditioned office environment

HCESD11 is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, HCESD11 will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.


Furthermore, HCESD11 has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and HCESD11 reserves the right to change this position description and/or assign tasks for the employee to perform, as HCESD11 may deem appropriate.


Salary Description


$18.00 - $25.00 / hour