Accounts Payable Specialist / Administrative Secretary to the Treasurer/CFO

Accounts Payable Specialist / Administrative Secretary to the Treasurer/CFO

Primary Purpose
Under the direct supervision of the Treasurer/CFO, to assist in the administration of the school district's accounts payable function, ensuring the accuracy of invoices to be paid, and the timely payment of school district expenses, maintaining accurate account balances, in conformance with school district policies and practices as well as applicable laws and regulations.

• Assists in administering the school district's accounts payable function, including the processing of purchase orders and invoices for payment, and inputting and maintaining data and information into the accounting system regarding accounts payable to ensure records are accurate and up-to-date.
• Researches discrepancies regarding the accuracy of invoice amounts for the purpose of ensuring accuracy and implementing corrective measures, communicating with vendors or others as needed to reconcile.
• Assists in inputting and maintaining all data and information into the accounting system regarding accounts payable.
• Reconciles accounts payable invoice batches, and processes payment checks or ACH payments as directed.
• Develops reporting procedures and internal controls for timely and accurate completion of reporting and record-keeping requirements.
• Maintains accounts payable records for accurate and up-to-date filing and recordkeeping.
• Composes correspondence to clients as needed for the purpose of documenting activities, providing written reference and/or conveying information regarding accounts payable issues, balances, etc.
• Assists Treasurer/CFO with cash-flow management.
• Assists Treasurer/CFO with appropriation, budget development, and cost projections.
• Develops and maintains a current inventory of school district equipment in the Fixed Asset System.
• Administering of student activity and athletic accounts.activities.
• Assists Treasurer/CFO in the preparation of district reports to the State Auditor, the County Auditor, and the Ohio Department of Education and Workforce.

Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the accounting system.

Equipment

• Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
• Uses calculating devices.

Knowledge, Skills and Abilities

• Knowledge of accounting and bookkeeping principles.
• Organizational and time management skills.
• Ability to report work orally or in writing to supervisor as required.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, performs complex arithmetic operations and use calculators.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel).
• Ability to problem-solve job-related issues.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding school district financial and other information.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• High moral standards, and good attendance record.
• Must be accurate, efficient, and capable of handling detailed work assignments.
• Professional tact, diplomacy, and presentation with administrators, staff, teachers, students, parents, and the community.

 Physical and Mental Demands, Work Hazards

• Works in standard office building environment.
• Balancing, bending, crouching, kneeling, reaching, sitting, and standing.
• Communicating verbally.
• Utilizing near and far distance sight.
• Fine/gross motor manipulation.
• Use of a traditional keyboard.
• Exposure to adverse weather conditions and temperatures.
• Exposure to blood-borne pathogens, bodily fluids, tissue, and communicable diseases.
• Interactions with aggressive, disruptive, and/or unruly individuals.
• Lifting, carrying, and moving work-related supplies/equipment.
• Operating and/or riding in a vehicle.
• Operating and/or riding in a vehicle under inclement weather conditions.
• Traveling to meetings and work assignments.

Qualification Profile
Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.  Typical qualifications would be equivalent to:

• Associates or Bachelor's Degree in Accounting or related field, with course work in business, math, accounting, and bookkeeping and record keeping preferred.
•  Some successful bookkeeping or accounting experience preferred.

FLSA Status:       Non-exempt

Reports to: Treasurer/CFO

Terms of Employment: 8 hours per day / 260 days