Administrative Assistant Accounts Payable

This Administrative Assistant (AA) supports the Accounts Payable (AP) function within the Business Office. The AA is responsible for processing AP transactions and performing related tasks as directed by the immediate supervisor. Key responsibilities include communicating with internal and external stakeholders, managing IRS W-9 forms, maintaining the AP vendor directory, processing biweekly accounts payable checks, uploading and reviewing positive-pay files, issuing IRS 1099 forms annually, and remitting unclaimed property as required.

The ideal candidate should have strong technical skills and experience with Google Suite, Microsoft Excel, Word, and financial systems. Attention to detail, the ability to work independently, and excellent communication skills are essential. Prior accounts payable experience is preferred.

EAST PENN SCHOOL DISTRICT

JOB DESCRIPTION

Title: Administrative Assistant – Accounts Payable

Organizational / Labor Relationship: Collective Bargaining Agreement – East Penn School District and East Penn Education Support Professionals Association

Status (FLSA): 12 month position, non-exempt, hourly

Reporting Relationships: Ascending – supervisor; descending - none

Position Summary: The Administrative Assistant – Account Payable performs bookkeeping and accounts payable functions, prepares reports, and performs general office functions as directed by immediate supervisors.

Education: High school graduate or GED equivalent

Experience: 

1.   Strong data entry aptitude. 

2.   Knowledge of computer software programs (e.g. MS Office, Google Suite, Accounting Software)

3.   Previous experience with bookkeeping, accounts payable, and general office functions preferred with documented satisfactory performance.

4.   Ability to pass a minimum proficiency test demonstrating computer, office, and basic bookkeeping skills required as an Administrative Assistant – Accounts Payable

Knowledge / Skills / Abilities

1. Must possess strong comprehension of the English language to speak clearly and concisely in both oral and written communications.
2. Must demonstrate knowledge of accounts payable functions and basic bookkeeping principles and procedures.
3. Must be able to independently perform all general office functions and operate equipment including but not limited to: data entry; greet and assist visitors; initiate, receive, and transfer telephone calls; sort and distribute mail; manually and electronically file records; and print, copy, scan, and fax documents.
4. Must have the ability to establish and maintain effective working relationships with coworkers, district staff, and community members.
5. Must have the ability to learn and utilize new software programs as computer systems and software programs are upgraded.
6. Must be highly organized and detail oriented.

Essential Functions / Duties / Responsibilities

1. Interact with new and existing vendors by collecting and distributing IRS W-9 forms; establishing new vendors in the accounts payable vendor database; distributing sales tax exemption certificates upon request; processing automated clearing house (ACH) payments; and preparing and distributing check payments.
2. Extend invoices and verify proper approvals, account coding, sales tax exemption, and purchase order matching.
3. Ensure all vendors are paid timely and accurately; as well as, file bills, monitor account statements for past due payments, identify unused credits, resolve invoicing discrepancies, and liquidate purchase orders.
4. Process employee reimbursements such as mileage, medical, conference, and tuition, ensuring compliance with school board policies.
5. Reconcile monthly procurement card transactions and post transactions to the accounts payable software.
6. Generate bill lists for inclusion on school board meeting agendas.
7. Monitor aging payables for stale-dated payments, void and reissue accounts payable checks as required; and submit unclaimed property to the State Treasurer annually if necessary.
8. Prepare and distribute 1099 forms in accordance with Internal Revenue Service (IRS) guidelines
9. Act as the primary backup to the receptionist.

Physical Requirements

1.   Ability to stand, bend, stoop, sit, lift, reach, communicate (vision, hearing, and speech), carry or convey sufficient weight to safely and effectively carry out functions, duties, and responsibilities

2.   Ability to independently ambulate in and around school buildings and office areas

3.   Ability to travel to and from assigned work locations without employer support.

This job description may be updated and/or altered at the sole discretion of the employer.

To perform this job successfully, an individual must be able to perform each essential function / duty / responsibility at acceptable standards as set by the employer. In accordance with both state and/or federal law, reasonable accommodations will be considered upon employee request.

EOE