Accounts Payable/Administrative Assistant

Accounts Payable

Qualifications: High school diploma; courses in bookkeeping, accounting, and business mathematics. College degree preferred. Minimum experience as determined by the board. Effective bookkeeping skills and demonstrated proficiency in data processing and the use of automated office equipment and software packages. Experience with NJSLS and Genesis Student Information System preferred. Good interpersonal and communication skills. High level of interpersonal skills required to interact with employees, leaders, vendors, and others. Required criminal history check and proof of U.S. citizenship or resident alien status.

Reports To: School Business Administrator

Job Goal: To assist in the administration of the district's business operations so as to provide the maximum services for the financial resources available, with a high degree of responsibility, discretion, and confidentiality, using independent judgment, in addition to routine work necessary for the smooth and efficient operation of the office.

Job Functions and Responsibilities:

• Control and recording of all requisitions, purchase orders and bills for payment and preparation of related reports.
• Assure district adherence to purchasing and state contract laws in the performance of purchasing activities.
• Prepare and enter purchase orders.
• Prepare invoices for payment in accordance with New Jersey statutes and Board policy.
• Review invoice batch and edit reports to ensure that payment is accurate, valid, and appropriate.
• Review the Aged Open Invoice Report on a monthly basis for aged invoices that need to be paid.
• Review the Open Purchase Order report for the validity of the Purchase Orders and recommend the closing and finalization of Purchase Orders.
• Reconcile the Aged Open Invoice Report to Accounts Payable account in the General Ledger.
• Manage prior year open purchase orders.
• Match checks with invoices.
• Mail checks following board approval.
• Verify 1099 data and confirm recipients.
• Perform any other job-related duties as assigned by the Board Secretary/Business Administrator or Superintendent or as requested by policy or regulation.
• Prepares and submits student based reports for NJSLS.
• Prepares reports from Genesis that support grant submissions.

Salary & Benefits: Salary range: $58,000-$60,000. Full benefits available. State Pension eligible.