Accounts Payable/Student Activities Coordinator (12 Month Position- FT)

Accounts Payable/Student Activities Coordinator (12 Month Position- FT) JobID: 224 Position Type: Secretarial/Clerical/ Accounts Payable Date Posted: 5/7/2026 Location: Carlstadt Public School Date Available: 07/01/2026 Closing Date: 05/22/2026 Location: Carlstadt Public School, New Jersey Category: Central Office / Business Office Support Terms: 12-Month Position, Full Time Position Overview We are seeking a detail-oriented and organized professional to serve as the Accounts Payable & Student Activity Coordinator. This dual-role position is critical to the district's financial health and student life. You will be responsible for the accurate processing of district liabilities while managing the financial oversight of student-led organizations and food service accounts. The ideal candidate possesses strong accounting skills and a firm understanding of NJ Public School Contracts and NJDOE accounting regulations. Key Responsibilities Accounts Payable & Billing Purchase Orders: Ensure all purchase orders are properly issued and approved Invoice Processing: Review, verify, and process all district invoices, ensuring proper authorization and alignment with purchase orders. Check Run: Prepare and process checks on a timely basis. Vendor Management: Maintain accurate vendor records, including W-9s and Business Registration Certificates. Resolve billing discrepancies and respond to vendor inquiries. Audit Support: Prepare documentation for the annual district audit and ensure compliance with GAAP (Generally Accepted Accounting Principles). Student Activity Coordination Financial Oversight: Manage the Student Activity Account, ensuring all clubs and organizations follow NJDOE "Internal Account" procedures. Fundraising Compliance: Review and approve fundraising requests, ensuring all collected funds are deposited promptly and documented accurately. Disbursements: Process checks for student events, competitions, and supplies, ensuring all expenditures have student-officer and advisor signatures as required by law. Billing & Collections: Monitor student cafeteria accounts, manage the online payment portal, and coordinate the collection of outstanding balances. State Reporting: Assist in the preparation of monthly reimbursement claims for the National School Lunch Program (NSLP). Vendor Liaison: Reconcile monthly invoices from the Food Service Management Company against daily sales reports. Administrative Duties Records Retention: Maintain organized financial records in accordance with State of New Jersey record retention schedules. Software Mastery: Utilize district software (e.g., Genesis, CSI) for all financial entries. Required Qualifications Experience: At least 2–3 years of experience in accounts payable or school business office operations. Skills: Proficiency in Google Suite for Education, Genesis, NJ.Gov, and school-based financial management software (CSI). #J-18808-Ljbffr