Accounts Payable Purchasing Admin Assistant

Accounts Payable

Reports to: Finance Manager

Job Summary: The Accounts Payable position is responsible for the accurate and timely processing of invoices, purchase orders, requisitions, vendor payments, employee reimbursements, and other financial transactions in accordance with District policies and procedures. The position works closely with district departments, vendors, and administrative staff to verify purchases, resolve payment issues, maintain accurate records, and meet deadlines. Additional responsibilities include maintaining vendor and accounts payable files, preparing spreadsheets and financial documents, assisting with payroll and annual audits, processing deposits and journal entries, preparing tax documents, and supporting year-end procedures. The successful candidate must be organized, detail-oriented, dependable, able to maintain confidentiality, and capable of working independently. Knowledge of SMART and basic accounting or bookkeeping experience is preferred.

Qualifications:

• High school graduate with basic bookkeeping/accounting knowledge
• Proficient in Microsoft Office
• 10 key calculator
• Ability to get along well with other employees and the general public
• Knowledgeable in SMART preferred in order to perform time entry and accounts payable duties
• Good organizational skills
• Ability to work under the pressure of deadlines
• Ability to work independently and make decisions in accordance with District policies and procedures
• Maintain confidentiality
• Excellent attendance

Responsibilities/Duties:

• Responsible for the preparation for payment of all invoices, general, debt, school service and building and site funds. Steps include but are not limited to: Match invoice to purchase order Check all invoices to note any errors in price, quantities or deviation from specification Obtain verification of goods/services from bldg./dept. Extend and total all invoices for accuracy Recognize any discount offered to the advantage of the school district and avoid penalties After approval, enter data in the computer to prepare appropriate documentation and checks for signature. Documentation will include check register for the Board of Education. Mail out checks to vendors after processing (twice a month normally, more if needed) Maintain files of all paid and unpaid bills
• Create spreadsheets for all monthly usage invoices (i.e. utilities, copier, district cell phone, etc.)
• Handle vendor contacts regarding detail of related invoices
• Handle spreadsheet analysis of recurring vendor costs and other financial information regarding accounts payable required by the administration
• Perform bank deposits, journal entries and cash receipt postings
• Handle high volumes of mail and email
• Oversee business office petty cash fund
• Research and resolve payment and vendor issues
• Update and maintain vendor list
• Run bi-weekly payroll control checks
• Run offline (prepaid) checks when necessary
• Provide assistance with yearly audit
• Prepare, process and mail 1099 tax forms
• Prepare tax exempt forms
• Complete credit applications
• Process employee expense/reimbursement forms
• Communicate with administrative assistants to get necessary paperwork to pay invoices in a timely manner.
• Review open encumbrance report on a regular basis and delete unpaid/cancelled P.O.s for year-end close
• Process all requisitions ensuring proper coding and procedures are followed
• Obtains comparative prices and quotations from vendors for business office
• Enter requisitions for the business office and other departments as needed
• Submit time entry information for business office staff
• District liaison to approve Amazon orders via website after district approval
• Maintain A/P files in accordance of state record retention guidelines
• Any and all other duties assigned by the Director of Finance

Salary: Per the AFSCME contract