Accounts Payable/Administrative Assistant

Accounts Payable Assistant

The job of Accounts Payable Assistant provides support for department functions with specific responsibility for performing activities related to the accurate processing of payment for approved invoices and contract payments; recording, updating and reconciling related financial information; and providing instructions and/or accounting support to other personnel in accordance with established practices.

The job of an Administrative Assistant is to provide a variety of administrative support, including organizing meetings, scheduling appointments, preparing communications, maintaining comprehensive records, coordinating assigned projects, and compiling and distributing a wide variety of materials and reports. This job reports to the Chief Financial Officer and the Assistant Superintendent.

Terms of Employment: 12 months (260 days).

Starting Date: As early as September 14, 2026.

Essential Functions of Accounts Payable:

• Assists auditors in providing the requested supporting documentation required for the audit.
• Informs other staff and/or outside parties regarding procedural requirements for the purpose of processing transactions.
• Maintains financial information, files, and records (e.g., purchase orders, invoices, accounts payable warrants, shipment verification, expense reports, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
• Monitors account balances and related financial activity for the purpose of ensuring that allocations are accurate and comply with established financial practices.
• Participates in unit meetings, in-service training, workshops, etc., for the purpose of conveying and/or gathering information required to perform job functions.
• Prepares written materials and electronic financial information (e.g., voucher ratification reports, procedures, transmittals, P-cards, etc.) for the purpose of documenting activities, providing reference, conveying information, and complying with established financial, legal, and/or administrative requirements.
• Processes financial information for the purpose of updating and distributing information, authorizing for action and/or complying with established accounting practices.
• Reconciles financial data (e.g., Credit Cards, etc.) for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices.
• Research discrepancies of financial information and/or documentation (e.g., purchase orders, invoices, etc.) for the purpose of ensuring the accuracy and adhering to established procedures prior to processing.
• Responds to inquiries of staff and administration regarding financial procedures for the purpose of providing information, direction, and/or referral for addressing the inquiry.
• Administers a wide variety of personnel policies and programs (e.g., time and attendance software; safety training; etc.) for the purpose of conforming to district policies, relevant laws, contracts, and agreements.
• Answers telephone system for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages, and maintaining a phone directory for the District.
• Coordinates assigned projects and/or program components for the purpose of completing activities and/or delivering services in a timely fashion.
• Coordinates with internal and external sources (e.g., payroll department, benefits department, technology department, etc.) for the purpose of meeting district Human Resource requirements while complying with established guidelines.
• Coordinates district substitute system, ensuring staff list is updated, leave is transferred into payroll system, and invoices are paid in a timely manner.
• Greets individuals entering the building (e.g., visitors, parents, students, vendors, etc.) to respond to inquiries and/or direct them to the appropriate location in accordance with established building security procedures.
• Maintains manual and electronic documents, files, and records for the purpose of providing accurate information in compliance with established guidelines.
• Prepares a variety of reports and related documents for the purpose of providing documentation and information to others.
• Process transcript requests for former students.

Other Functions:

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications Skills, Knowledge, and Abilities

Skills are required to perform multiple tasks, with the potential need to upgrade them to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment, including pertinent software applications; preparing and maintaining accurate records; and performing accounting procedures.

Knowledge is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; business telephone etiquette; and keyboarding.

Ability is required to schedule activities, collate data, and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide range of individuals, handle a variety of data, and use job-related equipment. Problem-solving is required to identify issues and create action plans. Problem-solving with data requires independent interpretation of guidelines, and problem-solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; and working with detailed information/data, accuracy, and attention to detail; and working as part of a team.

Responsibility includes: working under limited supervision, following standardized practices and/or methods; providing information and/or advising others; operating within a defined budget; and processing large quantities of payables efficiently and in a timely manner. The use of resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Working Environment: The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling, and significant fine finger dexterity. Generally, the job requires 90% sitting, 5% walking, and 5% standing. This job is performed in a generally clean and healthy environment.

Attendance: Consistent and regular attendance is an essential function of this position.

Experience: Job-related experience is required.

Education: High school diploma or equivalent.

Clearances: FBI Fingerprint and Family Care Registry.

FLSA Status: Non Exempt.

Approval Date: 8/10/2022.

Salary Grade: Classified.

The purpose and utilization of job descriptions in Fulton 58 Public Schools are to ensure the essential functions of each position are articulated in order to create a clear understanding of job expectations for the incumbent while also providing a framework through which the recruiting, hiring, and retaining of employees may be enhanced.