Secretary IV Accounts Payable Permanent Support Staff

Position:             Class IV Secretary-Accounts Payable, Permanent Support Staff

Location:             Chancellor Center/Business Office

Available:            January, 2025

Hours/Schedule: 7.5 hrs. per day/ 5 days per week/261 days per yr. (Benefit Eligible)

SUMMARY:

This individual is primarily responsible for the timely review, entry and processing of vendor payments.  This individual must be able to maintain a cooperative, congenial and service-oriented atmosphere within an environment with frequent interruptions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Completes the three-way match of purchase orders, receiving documents and invoices for accuracy and completeness.
2. Enters invoices received for payment in the District’s financial system.
3. File and maintain paid invoice paperwork in a timely manner.
4. Follows up with internal staff members regarding any outstanding purchase orders or invoices received that do not have an approved purchase order.
5. Reviews and corrects account coding on purchase orders prior to payment to ensure accurate accounting.
6. Processes electronic and check payments to vendors utilizing the District’s financial system or other authorized payment software, including any printing of physical checks.
7. Responds to vendor payment inquiries via postal, telephonic and e-mail communications.
8. Other projects and tasks as assigned by the Director or Assistant Director.

QUALIFICATIONS 

GENERAL REQUIREMENTS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

1. High school diploma or equivalent required.
2. Work experience that demonstrates the aptitude and ability to perform the essential functions of this position required.
3. Prior experience with Pennsylvania school district accounting preferred.

MATHEMATICAL and TECHNOLOGICAL SKILLS:

1. Must be able to efficiently and accurately calculate quantities and currencies such as discounts, interest, proportions, percentages and averages.
2. Must be able to apply concepts of mathematics in practical office applications.
3. Must be able to use a calculator and computer programs to assist in data processing and preparation of reports.
4. Must be very proficient in Microsoft Office suite, particularly Microsoft Excel, and demonstrate mastery of more complex formulas within Excel.
5. Must be proficient in the use of financial software used to process a high volume of transactions.

OTHER SKILLS AND ABILITIES:

1. Ability to process a high volume of information in an efficient manner to meet strict School Board reporting deadlines.
2. Ability to define problems, collect data, establish facts and draw valid conclusions.
3. Ability to professionally correspond with colleagues and vendors, including those that may be irate.
4. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
5. Ability to establish and maintain effective working relationships with staff, vendors and the community.
6. Must be able to multi-task in a fast paced environment with specific deadlines.

REQUIRED PAPERWORK: In order to begin employment in any PA public school, all employees are required to complete mandatory paperwork. Background employment clearances must be completed within the last year to be valid and include:

• PA State Police Clearance (Act 34)
• Child Abuse Clearance (Act 151)
• FBI Fingerprints (Act 114) IndentoGo

Some additional paperwork includes Arrest/Conviction Report form, PA Sexual Misconduct/Abuse Disclosure (Act 168), physician’s health form and recently completed TB test.

Salary : $25