Accounting/District Admin Assistant

Position Type: Business/Clerical/HR/Office/Admin Assistant Date Posted: 10/20/2026 Location: Administrative Center Date Available: ASAP Closing Date: Until Filled Job Title : Accounting/District Admin Assistant Department: Business/Admin Center Position Type: Full-Time Reports To: Business Manager and Directors FLSA Status: Non-Exempt Work Year: 12 Months Position Summary/Purpose : The Accounting/District Admin Assistant supports the efficient operation of the Business Office and District Administration. The primary responsibilities include processing accounts payable invoices, maintaining accurate financial records, and coordinating with schools and District departments to obtain required documentation and resolve invoice-related questions. This position also provides clerical, organizational, and administrative assistance to District departments based on operational needs. The employee will be trained in payroll procedures and Skyward Qmlativ to serve as an additional payroll backup. Hourly Rate: $20.00/Hr - higher based on experience Benefits : 88-90% Board Paid Medical Insurance of an Available Plan 100% Board Paid Single Dental Insurance Vacation, sick, and personal days 100% Board Paid Life Insurance (annual salary) Flex Savings Accounts Essential Duties and Responsibilities Demonstrate support for the Mission, Vision, Core Values and Goals of Mannheim School District 83 Business Office Support Receive, review, organize, and process accounts payable invoices. Verify that invoices include appropriate approvals, purchase orders, account codes, receiving documentation, and other required information. Enter invoices and related information accurately into Skyward Qmlativ. Communicate with vendors, schools, and District departments to resolve missing documentation, discrepancies, duplicate invoices, credits, and payment questions. Prepare invoices and supporting documentation for payment processing. Maintain organized and accurate electronic and paper accounts payable records. Assist with vendor record maintenance, including collecting required documentation and updating information as authorized. Review vendor statements and assist with researching outstanding balances or payment discrepancies. Support purchasing, reimbursement, and other Business Office processes as assigned. Assist with financial reporting, audits, record retrieval, and other Business Office projects. Payroll Backup Learn the District's payroll procedures, schedules, internal controls, and applicable employee agreements. Serve as an additional backup for payroll processing when needed. Assist with reviewing timesheets, attendance information, additional-duty payments, deductions, and other payroll documentation. Enter and verify payroll information in Skyward Qmlativ as assigned. Work with Human Resources, schools, and District departments to obtain missing or corrected payroll information. Maintain the confidentiality of employee payroll, financial, and personal information. District Administrative Support Provide clerical, organizational, and administrative assistance to District departments. Assist with data entry, document preparation, filing, scanning, copying, mailings, and record organization. Prepare correspondence, forms, spreadsheets, reports, and other materials. Help organize meetings, projects, records, supplies, and departmental processes. Respond to routine questions and direct inquiries to the appropriate staff member. Provide backup administrative coverage based on District needs. Assist with special projects and time-sensitive assignments. Identify opportunities to improve organization, accuracy, efficiency, and consistency across office processes. Perform other duties as assigned. Qualifications Education and Experience An equivalent combination of education and relevant professional experience that demonstrates the knowledge, skills, and abilities necessary to perform the position will be considered. Knowledge, Skills, and Abilities Relevant clerical, administrative, accounting, accounts payable, or payroll experience. Strong organizational, communication, and technology skills. Proficiency with spreadsheets, email, and electronic recordkeeping. Ability to learn Skyward Qmlativ and District financial and payroll procedures. Ability to work accurately, manage multiple priorities, and meet deadlines. Ability to maintain confidentiality and work collaboratively with others. Preferred Skills As a multi-language district, we always prefer staff who are bilingual but it is not required for this position. Experience with accounts payable, payroll, Skyward, or school district operations. Working Conditions Work is performed primarily in an office environment with interaction with employees, applicants, and visitors. Occasional (not common) extended hours may be required to support District events. An Affirmative Action / Equal Opportunity Employer - Mannheim School District 83 does not knowingly discriminate against employees or applicants on the basis of age, color, disability, gender, national origin, political affiliation, race, religion, sexual orientation, or veteran status. Mannheim School District 83