Accounts Payable and Business Office Specialist

Accounts Payable And Business Office Specialist

Fremont School District 79 is seeking a full-time Accounts Payable and Business Office Specialist. This role provides specialized administrative support to ensure the smooth execution of district purchasing, accounts payable/receivable, fee administration, facility usage, and compliance documentation. By managing critical business functions with accuracy, confidentiality, and professional customer service, the position directly supports the fiscal health of the district and ensures a safe, well-resourced learning environment for all students.

Qualifications: Required: High School Diploma or equivalent; experience with accounts payable, preferably in a public school district, municipality, or accounting environment. Preferred: Associate degree in Business, Accounting, Finance, or Public Administration. Preferred: Illinois Association of School Business Officials (IASBO) administrative certifications or relevant educational office professional designations.

Primary Responsibilities:

• Financial Administration & Accounts (Accounts Payable/Accounts Receivable)
• Purchasing & Procurement: Process district purchase orders, verify authorization and budget coding, coordinate vendor orders, and maintain complete procurement files in accordance with board policy and Illinois School Code.
• Accounts Payable & Receivable: Input, process, and reconcile invoices, statements, and incoming payments; prepare accounts payable batches for board approval and ensure timely vendor disbursements.
• Employee Reimbursements: Review, verify, and process staff mileage and expense reimbursement requests for accuracy, policy compliance, and proper documentation.
• Collections & Revenue Processing: Oversee the collection, processing, and recording of registration fees, preschool tuition, and extended payment plans, ensuring precise account balances and follow-up on outstanding balances.
• New Vendor Applications: Coordinate and manage the new vendor application process.
• Student & Family Support Programs Fee Waivers & Financial Assistance: Administer the district's fee waiver application and approval process, maintaining strict confidentiality while communicating effectively with district families.
• Free & Reduced Lunch Support: Assist in processing Free and Reduced Lunch applications, maintaining student eligibility status in coordination with the Food Service Department and ISBE standards.
• Facilities, Risk Management & Operations Facility Rentals: Coordinate community and third-party facility use requests, verify schedule availability, issue facility use contracts, and invoice rental fees.
• Certificates of Insurance (COI): Collect, track, and maintain up-to-date Certificates of Insurance for external vendors, contractors, and facility renters to ensure district compliance and risk mitigation.
• Impact Fees: Track, record, and log municipal developer impact fees remitted to the district.
• Compliance & Administrative Support Work Permits: Process and issue student employment work permits in accordance with the Illinois Child Labor Law and state guidelines.
• General Operations: Maintain orderly record-keeping systems, prepare routine financial reports, answer public and staff inquiries regarding business office procedures, and provide administrative assistance to the Assistant Superintendent of Finance and Operations as needed.

Salary Information: $60,000.00-$70,000.00 and will be adjusted commensurate with experience. 260 Day Work Year Full benefits package Paid time off Employee Assistance Program