Accounts Payable/Receivable Administrative Assistant

Accounts Payable Clerk

Reports to: Director of Business Services

Qualifications: High school diploma or equivalent. Additional business training in accounting/accounts payable or appropriate work experience desirable. Detail orientated individual with good oral and written communication skills and excellent customer service. Advanced computer skills (Google Suite, MS Office, etc.) and the ability to operate office equipment. Ability to assume responsibility, display initiative, think critically and exercise good judgement.

General Responsibilities: Responsible for the accurate and timely processing of accounts payable transactions while ensuring compliance with district policies, state and federal regulations, and established internal controls. Maintains accurate financial records, supports district purchasing and payment processes, assists with annual financial reporting and audit activities, and provides exceptional customer service to employees, vendors, and community partners. Collaborates effectively with Business Services staff and other departments to support the financial operations of the district.

Essential Functions: Processes vendor invoices, employee reimbursements, purchase orders and payment requests in accordance with district policies, internal controls and applicable laws. Reviews invoices for accuracy, appropriate approvals, account coding and supporting documentation prior to payment. Scans, indexes and attaches invoices, supporting documentation and payment records within the district's financial management system to ensure complete electronic records and audit readiness. Communicates with vendors and staff regarding payment status, invoice discrepancies and purchasing questions. Research and resolve returned checks, stale dated checks and processes void checks. Acts as a liaison between the business office and district departments and vendors. Maintains and monitors all lease schedules for timely payment and year-end reporting. Administers the district purchasing card program, including reviewing supporting documentation, ensuring policy compliance, reconciling transactions and processing payments. Maintain accurate and organized financial records for all accounts payable transactions including preparation and filing of annual IRS Form 1099 reporting. Maintains the district vendor list and files including W-9 documentation compliant with IRS requirements. Process entries for cash receipts, prepares bank deposits and maintains supporting documentation. Works closely with department staff to prioritize department functions and plan schedules to meet deadlines. Assists department team members with the completion of projects as they arise. Assists with the preparation of district annual audit materials. Prepares shipments as needed and completes UPS daily pickup. Maintains district postage meter, daily US mail and intra-district mail. Maintains appropriate supplies for accounts payable processing. Attends accounts payable related meetings and seminars as needed. Identifies opportunities to improve accounts payable processes through increased efficiency and technology. Maintains confidentiality of financial and employee information. Other duties that are self-initiated or special projects that may be assigned by the Director of Business Services, District Administrator and/or Board of Education.

Knowledge, Skills and Abilities Strong attention to detail and accuracy. Excellent communication and time management skills. Ability to analyze financial information and identify discrepancies. Effective written and verbal communication skills. Customer focused approach. Ability to learn new technology and software. Ability to work independently while contributing to a collaborative team.

Physical Demands The usual and customary duties require walking, sitting, standing, bending, twisting, turning, lifting, carrying and reaching. The ability to sit for prolonged periods of time. Phone and computer use. Manual dexterity using fine and gross motor skills is necessary. Data entry and retrieval requires prolonged periods of standing or sitting with repetitive motion and mental processing.

Performance Evaluation: Performance will be evaluated in accordance with the Board of Education policy on evaluation of support staff. Evaluation will be performed by the Director of Business Services.

Employment: Twelve-Month Position Pay- $43,249