Accounts Payable - Business Services

ACCOUNTS PAYABLE / PURCHASING CARD

Business Services

BENEFITS: Health, Dental and Vision insurance, 20-22% employer contribution to your PERA retirement plan, paid holidays, paid leave, tuition reimbursement, free CMC credits, amongst others. For full time employees

HIRING SALARY RANGE: $23.43 - $28.12 per hour

For the most current salary schedules, please visit https://www.eagleschools.net/departments/finance/salary-schedules

SUMMARY OF JOB DESCRIPTION:

Keep a systematic record of accounts or transactions and prepare statements reflecting those activities.

SUPERVISED BY:  Director of Finance

ESSENTIAL JOB ELEMENTS:                                                                           

• Compile invoices with purchase orders and problem-solve deficient documentation.
• Communicate with account managers and office managers regarding outstanding purchase orders/invoices.
• Train office managers on proper accounts payable procedures and compliance with District policies and timelines.
• Communicate with vendors regarding outstanding invoices.
• Maintain current vendor file, including name, shipping address, payment address, and W-9, if necessary.
• Maintain knowledge of changing federal laws concerning 1099 Forms and coordinate the generation of 1099 Forms with the schools.
• Review, edit, print, post, and distribute purchase orders.
• Input, review, and print checks for all properly documented expenditures.
• Reconcile, pay, and maintain usage history for all natural gas, electric, and water meters in district.
• Review personal expense and mileage reimbursements for compliance with policy and reason; pay according to policy.
• Generate and maintain a file of backup documentation for all paid bills and Purchasing Card transactions.
• Balance year end reports and coordinate the year end close with the rest of the department.
• Perform daily and routine district office computer operations, as required, for the District Accounts Payable
• Provide for the daily operations of the District purchasing card program. Work with school office managers and district office staff to manage the purchasing card program.
• Process applications for District Purchasing Cards and order cards as necessary. Maintain a district inventory of current purchasing cards.
• Maintain and distribute policies and procedures for using the District Purchasing Card.
• Audit monthly transaction logs and corresponding journal entries, noting proper application of purchasing card policies and procedures. Coordinate with office managers and principals to reconcile variances found and obtain the proper documentation.
• Identify and collect reimbursement from card holders for sales tax and undocumented charges on the purchasing card.
• Develop and maintain the purchasing card training documents. Coordinate and provide user training.
• Identify, investigate and resolve any and all fraud activity on the purchasing cards. Work with the purchasing card vendor to correct fraudulent activity.
• Maintain the purchasing card contract with the purchasing card provider. Meet as needed with the vendor to review and update the purchasing card contract.
• Manage the District Amazon Business account; create groups, add/remove users and help office managers navigate the additional tools available within the program.
• Post and maintain accurate financial documents on the District website as required by policy and the Colorado Department of Education.
• Perform other duties assigned by the Director of Finance. 

CONTACTS:
Vendors, account managers, all secretaries and employees, Internal Revenue Service, and auditors.

QUALIFICATIONS:          

• High school diploma or equivalent.
• Post-secondary accounting courses.
• 3 years accounts payable experience.
• 10-key and data entry skills.
• Effective communication and interpersonal skills.
• Previous experience with computer mainframe financial applications.
• Eligible to be bonded.

Salary : $23 - $28