Accounts Payable

Accounts Payable Job Description

Purpose: The Accounts Payable position manages the financial processing of requisitions, invoices and disbursements within the school district.  This position verifies, processes, and pays all contractor, vendor, and/or supplier invoices in an accurate and timely manner, while complying with district policies, state and federal regulations, and generally accepted accounting principles (GAAP).

Reports To:  Chief Financial Officer

FLSA Status: Non-exempt, hourly

Salary:          $38,000 to $45,000

Required Qualifications:     

• Associates degree or higher from an accredited institution in accounting, finance, or a related field
• Two years experience in an office or school setting with payroll and/or benefits processing or equivalent
• High level of competence with software, systems, and all applicable devices
• Willingness to learn new skills and systems, state and federal reports, and related areas
• High level of competence in math, writing, grammar, and sentence structure as well as effective written and verbal communication
• Basic knowledge of accounting and record-keeping
• Excellent interpersonal, customer service, and organizational skills
• Health and Inoculation Certificate on file in the District Office (after an employment offer is made)

Preferred Qualifications:    

• Bachelor’s degree or higher from an accredited institution in accounting, finance, or business administration
• 3 or more years of full-time experience in accounting, finance, and/or payroll
• Knowledge of business management software for schools
• Experience in a public sector or school district environment is a plus
• Strong understanding of basic accounting principles (GAAP)
• Proficiency in Microsoft Office (especially Excel) and accounts payable software (e.g., Skyward, PowerSchool, or similar)
• Excellent organizational and time-management skills; ability to prioritize multiple tasks
• Solid analytical and problem-solving abilities with high attention to detail
• Strong written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive financial information with discretion
• Familiarity with relevant school district policies and state regulations, or willingness to learn

Essential Functions:  To perform this job successfully, an individual must be able to perform each essential function satisfactorily

• Review, verify, and process contractor, vendor, and/or supplier invoices, expense reports, and purchase orders
• Approve and process requisitions and purchase orders for schools and departments
• Match purchase orders with invoices to ensure accurate billing and codingPrepare invoice batches for data entry and ensure timely updates in the accounting system
• Maintain the check register and process manual and electronic payments (e.g., ACH, wire transfers)
• Ensure payments are made in accordance with district approval protocols and vendor terms
• Coordinate within the Business Office to schedule and prioritize payment runs
• Serve as the primary point of contact for vendor inquiries regarding payment status, invoice discrepancies, and related concerns
• Coordinates travel for all district employees to include registrations, flights, hotels, ground transportation, payment of per diems, and mileage/travel reimbursements
• Maintains the District credit card accounts, and monthly reconciles and pays the credit card accounts
• Maintain positive relationships with external vendors, ensuring prompt and courteous communication
• Update vendor files, including W-9 forms and other compliance documentation
• Reconcile accounts payable transactions monthly and prepare related reports for the CFO and Board of Education
• Processes district mail, maintains the district postage machine, and coordinates with schools for postal charge reconciliation
• Investigate and resolve any discrepancies or irregularities promptly
• Assist with the month-end and year-end closing processes, including accruals and audit preparation
• Ensure compliance with district, local, state, and federal regulations and policies
• Maintain accurate, organized digital and physical records of all transactions and support documentation
• Follow established internal controls to safeguard district assets
• Perform other duties as assigned
• Regular and consistent attendance at work

Physical Demands:  The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to sit and stand for extended periods of time
• Ability to enter data into a computer, to see and read a computer screen and printed material with or without vision aids
• Ability to hear and understand speech at normal classroom levels, outdoors, and on the telephone
• Ability to speak in audible tones so that others may understand clearly in typical classrooms, outdoors, and on the telephone
• Physical agility to lift up to 25 pounds to shoulder height and 50 pounds to waist height
• Ability to bend, stoop, sit on the floor, climb stairs, walk, and reach overhead

Terms of Employment: At-will employment. 12-month 2,000-hour position.

Evaluation:   Performance evaluations in accordance with the Board’s policy and the Classified Employee Handbook.

Salary : $38,000 - $45,000