Receptionist /Accounts Payable Specialist

Receptionist/Accounts Payable Specialist

The Accounts Payable Specialist Student Activities is responsible for managing, processing, and reconciling all financial transactions related to student activities and other accounts payable functions within the district. This includes processing invoices, requisitions, reimbursements, and payments for student clubs, extracurricular programs, student government, school events, and other district-related services. This role ensures compliance with district policies, the Uniform System of Financial Records (USFR) guidelines, and budgetary restrictions. The Accounts Payable Specialist assists in monitoring expenditures, tracking student activity funds, and maintaining fiscal records for audits. The role also requires resolving discrepancies, assisting with fiscal reporting, and providing backup support to other accounts payable functions when needed. Confidentiality is essential, particularly in handling student-related financial information. The receptionist is responsible for answering the telephone, responding to public inquiries, and transferring calls to the appropriate person in the district. The receptionist welcomes staff and community members when they enter the district office, answers questions, and directs them to the appropriate campus or person. The receptionist will run all non-district employees through the Raptor program to keep the district safe.

Minimum Qualifications: High School Diploma or GED required; Associate's degree or higher in business, accounting, or related field preferred. At least two years of experience in accounts payable or a similar finance-related role, preferably with a focus on student activities or school-based programs. Knowledge of USFR (Uniform System of Financial Records) guidelines and student activity fund accounting. Proficiency in accounting software, Microsoft Office Suite (Excel, Word, Outlook), and Google Suite. Strong attention to detail and accuracy in financial transactions. Excellent organizational, communication, and interpersonal skills. Ability to maintain confidentiality and handle sensitive financial information. Arizona IVP Fingerprint Clearance Card.

Core Job Functions: Accounts Payable and Financial Recordkeeping: Process and record all incoming invoices, requisitions, and reimbursements for student activities and district purchases, ensuring compliance with district policies. Verify coding for student activity funds, clubs, events, and programs to ensure accuracy. Maintain accurate records of all student activity financial transactions and documentation for audit purposes. Prepare and process payments for vendors, including event services, field trips, and extracurricular activities. Resolve discrepancies in billing, payments, and purchase orders related to student activities and district accounts. Budget and Expenditure Monitoring: Assist with tracking expenditures related to student activities, ensuring compliance with each program's budget. Monitor student activity fund balances, providing regular updates on budget status and assisting in preparing budget reports. Support the preparation of the yearly Advice of Encumbrance report, tracking projected costs and available funds for student activities. Vendor Relations and Payment Processing: Maintain positive relationships with vendors, addressing billing concerns and ensuring timely payments for student-related expenses. Ensure compliance with district purchasing policies and USFR guidelines in all payment processing. Review and process a wide range of invoices, including utility bills, staff reimbursements, and event-related services, ensuring accurate calculations. Audit Support and Compliance: Ensure all transactions comply with USFR guidelines and district financial policies. Maintain up-to-date records and audit trails for all financial transactions related to student activities. Assist auditors by providing necessary documentation and records for audits or reviews. Provide guidance on fiscal procedures and ensure compliance with financial regulations. Administrative and Fiscal Support: Provide backup support for other accounts payable functions, including Athletics, Warehouse, Food Service, and Special Education, when necessary. Assist with payroll distribution, transmittals, and financial reporting as needed. Offer training and support to staff involved in student activities to ensure proper compliance with district financial policies. Assist with administrative tasks, including check writing, deposits, and maintaining financial records. Answer phones at the front desk and answer questions and transfer calls as needed. Welcome staff and community members as they enter the district building and answer questions and direct them to the appropriate campus.

Physical Demands: Regularly required to talk, hear, and manipulate documents and office equipment. Frequently required to sit, stand, or walk for extended periods. Ability to lift and move up to 25 lbs. (e.g., boxes of financial records or supplies). Vision requirements include close vision for reading and reviewing financial documents. Working Conditions: Work is primarily performed in an office environment with regular interaction with staff, vendors, and the public. The position may require occasional overtime during peak financial periods, such as year-end or event planning times. Ability to manage multiple tasks, prioritize effectively, and meet deadlines related to student activities and other financial responsibilities.