Accounts Payable Purchasing Admin Assistant

Accounts PayableReports to: Finance ManagerJob Summary: The Accounts Payable position is responsible for the accurate and timely processing of invoices, purchase orders, requisitions, vendor payments, employee reimbursements, and other financial transactions in accordance with District policies and procedures. The position works closely with district departments, vendors, and administrative staff to verify purchases, resolve payment issues, maintain accurate records, and meet deadlines. Additional responsibilities include maintaining vendor and accounts payable files, preparing spreadsheets and financial documents, assisting with payroll and annual audits, processing deposits and journal entries, preparing tax documents, and supporting year-end procedures.

The successful candidate must be organized, detail-oriented, dependable, able to maintain confidentiality, and capable of working independently. Knowledge of SMART and basic accounting or bookkeeping experience is preferred.Qualifications:High school graduate with basic bookkeeping/accounting knowledgeProficient in Microsoft Office10 key calculatorAbility to get along well with other employees and the general publicKnowledgeable in SMART preferred in order to perform time entry and accounts payable dutiesGood organizational skillsAbility to work under the pressure of deadlinesAbility to work independently and make decisions in accordance with District policies and proceduresMaintain confidentialityExcellent attendanceResponsibilities/Duties:Responsible for the preparation for payment of all invoices, general, debt, school service and building and site funds. Steps include but are not limited to: Match invoice to purchase order Check all invoices to note any errors in price, quantities or deviation from specification Obtain verification of goods/services from bldg./dept.

Extend and total all invoices for accuracy Recognize any discount offered to the advantage of the school district and avoid penalties After approval, enter data in the computer to prepare appropriate documentation and checks for signature. Documentation will include check register for the Board of Education. Mail out checks to vendors after processing (twice a month normally, more if needed) Maintain files of all paid and unpaid billsCreate spreadsheets for all monthly usage invoices (i.e.

utilities, copier, district cell phone, etc.)Handle vendor contacts regarding detail of related invoicesHandle spreadsheet analysis of recurring vendor costs and other financial information regarding accounts payable required by the administrationPerform bank deposits, journal entries and cash receipt postingsHandle high volumes of mail and emailOversee business office petty cash fundResearch and resolve payment and vendor issuesUpdate and maintain vendor listRun bi-weekly payroll control checksRun offline (prepaid) checks when necessaryProvide assistance with yearly auditPrepare, process and mail 1099 tax formsPrepare tax exempt formsComplete credit applicationsProcess employee expense/reimbursement formsCommunicate with administrative assistants to get necessary paperwork to pay invoices in a timely manner.Review open encumbrance report on a regular basis and delete unpaid/cancelled P.O.s for year-end closeProcess all requisitions ensuring proper coding and procedures are followedObtains comparative prices and quotations from vendors for business officeEnter requisitions for the business office and other departments as neededSubmit time entry information for business office staffDistrict liaison to approve Amazon orders via website after district approvalMaintain A/P files in accordance of state record retention guidelinesAny and all other duties assigned by the Director of FinanceSalary: Per the AFSCME contract