Accounts Payable/Receivable Position

Accounts Payable/Receivable Position

Qualifications:

High school diploma or equivalent required, associate or bachelor's degree in Accounting preferred.

A minimum of 1-3 years of experience in accounting, accounts receivable, accounts payable, or bookkeeping in a business or school environment is preferred.

Familiarity with financial software.

Must be proficient in keyboarding and in the use of a personal computer, photocopier, telephone system, and other general office equipment.

Must be proficient with spreadsheet and word processing software.

Demonstrates excellent interpersonal skills.

Demonstrates excellent oral and written communication skills.

Must have excellent organizational skills and be able to multitask simultaneously.

Ability to establish and maintain effective working relationships with both internal and external constituents.

Maintains confidentiality.

Reports To: Chief School Business Official

FLSA Status: Exempt

AP Responsibilities:

This individual maintains billing; signs off on packing slips; sends packages to the designated schools; processes contract salaries through accounts payable; and collects, records, and handles related financial activities in compliance with district policies and state/federal regulations.

Processes all district requisitions (purchase orders, check requests, etc.).

Accepts, separates, and disseminates business office mail.

Opens, prepares, and forwards accounts payable invoices to respective departments for payment signatures, approval, and authorization.

Processes monthly invoices after materials have been checked in, verified with PO, and authorized for payment by the CSBO.

Research vendor statements for payments of reported outstanding balances; contacts the vendor if copies of invoices are needed.

Processes all reimbursements to District 160 employees.

Prepares a monthly bill list of payables for District 160 approval.

Prepares monthly bills payment report for signature by the Board President or Board Secretary, and School Administrator. Submit to the treasurer for check printing and ACH processing.

Receive checks from the treasurer for mailing following approval by the Board of Education.

Processes W9 intake for new vendors.

Monitors, department budget accounts for variances and budget transfers and report to the CSBO.

Prepares and issues invoices for services rendered (e.g., facility rentals, transportation fees, tuition, grant reimbursements).

AR Responsibilities:

Maintains accurate invoicing records for all receivable accounts.

Coordinates with departments to ensure correct billing information.

Accurately applies payments to appropriate accounts in the financial system.

Reconciles daily deposits and submits to the business office or bank.

Performs monthly reconciliation of AR sub-ledgers to the general ledger.

Investigates and resolves discrepancies between accounts.

Maintain organized and secure records of all receivable transactions and communication.

Ensures documentation is ready and complies with retention policy

Works with school site secretaries, principals, and district staff to address billing and payment issues.

Provides customer service to internal and external stakeholders regarding AR matters.

Office Functions:

Performs clerical duties such as AR, AP filing, Expenditure Report scanning, and filing.

Provides support during audits or financial reviews as needed.

Updates the annual IRS mileage reimbursement rate and form.

Upload monthly departmental and building expenditure reports in Google.

Cross-trains or provide assistance in other business office functions on the PO requisition process. Add or remove users from purchasing systems.

Handles incoming calls, emails, and other communications, ensuring timely responses.

Organizes and maintains accurate files, records, and databases (both digital and physical) related to business operations.

Ensures compliance with records retention policies and legal requirements.

Coordinate the collection and filing of financial reports, contracts, bids, and other business-related documents.

Coordinates bill payments with Human Resources, Payroll, Student Services, Facilities, and Teaching and Learning as directed.

Monitors and orders office supplies and equipment as needed.

Ensures the office environment is organized, professional, and supports efficient workflow.

Implements and improve office procedures to increase efficiency.

Maintains confidentiality in all matters related to personnel, financial data, and district operations.

Demonstrates professionalism in all interactions with staff, community members, and external partners.

Performs additional duties and assumes responsibilities as assigned by the CSBO or the Superintendent.

Terms of Employment: 12 months

Evaluation: Chief School Business Official will evaluate annually