Senior Administrator - Accounts Payable Compliance and Reporting

Overview

POSITION TITLE (Oracle title)

SENIOR ADMINISTRATOR

WORKING TITLE

Senior Administrator-Accounts Payable Compliance and Reporting

SCHOOL/DEPARTMENT

Accounting

LOCATION

Crossroads III, Cary, NC

PAY GRADE

Senior Administrator-Band 3

FLSA STATUS

Exempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT

No

WORK WEEK SCHEDULE

Monday-Friday (occasional evenings and weekends) Position is available for a Hybrid Telework workweek


POSITION PURPOSE:

Supports the school system's accounting functions, including accounts payable compliance and reporting, while providing responsive, service-oriented support to school-based and departmental staff. Performs specialized technical accounting work and assists in planning, coordinating, and monitoring financial activities to ensure operations are conducted in accordance with Board of Education policies, North Carolina public school laws, applicable federal, state, and local regulations and established accounting standards.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)-

• Considerable knowledge of generally accepted accounting practices and principles;
• Considerable knowledge of federal, state, and local budgeting and finance requirements;
• Considerable knowledge of Microsoft Office, specifically Word and Excel; Google Apps;
• Strong skills in budget, purchasing, and procurement procedures;
• Critical thinking and problem-solving skills;
• Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback;
• Ability to operate accounting systems for data management, problem resolution, and information research;
• Ability to meet deadlines;
• Ability to proofread documents and prepare clear and comprehensive reports;
• Ability to exercise independent initiative to perform both original and recurring assignments, and exercise judgment in the absence of clear directives;
• Ability to establish and maintaineffective working relationships with school system staff, external agencies, vendors, and the community.

EDUCATION, TRAINING, AND EXPERIENCE

• Bachelor's degree in accounting or business administration; AND
• Demonstrated successful management or related supervisory experience;
• Three years of experience and demonstrated experience in related field; OR
• An equivalent combination of education and relevant experience sufficient to successfully perform the essential duties of the job.

CERTIFICATION AND LICENSE REQUIREMENTS

None

PREFERRED QUALIFICATIONS:

• Experience using Oracle financial applications;
• Direct sales and use tax experience;
• Experience working with IRS 1099 form

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Responsible for collaborating with the Senior Administrator of AP and the Director of Financial Reporting to ensure daily, weekly, and monthly accounts payable and cash management maintenance is being performed.
2. Oversees the daily balancing of accounts payable input and supervises the AP Accountant.
3. Manages the process and distribution of the daily cash disbursements sheets and ensures the work is sent to the appropriate fund technician.
4. Performs high level, detailed account analysis, reconciling various sub ledgers with the general ledger.
5. Evaluates the work of the accounts payable technicians and is responsible for identifying accuracy, delivering solutions, and resolving problems.
6. Oversees the maintenance of daily, weekly, and monthly accounts payable reports and statistics.
7. Prepares the monthly state sales and use tax report.
8. Researches, compiles, and disseminates sales tax and 1099 changes and their implications for the entire school system to make sure all Wake County Public Schools System's (WCPSS) purchases are in compliance with the state and federal laws.
9. Attends sales and use tax seminars to stay abreast of all sales and use tax and 1099 changes.
10. Trains AP Specialists, Fiscal Administrators, and Bookkeepers on tax changes/updates and necessary changes in work processes to ensure compliance with state and federal laws.
11. Maintains and reconciles the AP transactions posted to the general ledger in accordance with district, state, and federal financial reporting requirements.
12. Prepares and posts journal entries including accruals, adjustments, and reclassifications, ensuring accurate period-end reporting.
13. Performs monthly, quarterly, and year-end AP account reconciliations, researching and resolving discrepancies in a timely manner.
14. Supports preparation of the Annual Comprehensive Financial Report (ACFR) and assist with external and internal audit requests for AP documents and AP general ledger transactions.
15. Reconciles procurement card bank statements, fund accounts, ACH transactions, and virtual card transactions to the AP daily postings to ensure accuracy and completeness.
16. Identifies opportunities to improve AP reconciliation processes, strengthen internal controls, and enhance financial reporting accuracy.
17. Collaborates with Payroll, Accounts Payable, Budget, and Grants departments to ensure fiscal compliance and integrity of Payables transactions and reporting.
18. Performs other related duties, as assigned.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This job operates in a professional office environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, scanners, and copiers. The position, at times, must be able to come into direct contact with school system staff, staff members of external funding agencies, and the community. Work is considered light physical work, requiring the exertion of up to ten pounds of force.


EFFECTIVE DATE: 4/2026

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills required by the employees assigned to this position. This description may be revised by HR and approved at any time.