Accounts Payable/Administrative Assistant

Harrison School is accepting applications for a full time (240 days) accounts payable administrative assistant position.

Submit application, current resume, and documentation of experience.

Qualifications and Skills:
Experience in bookkeeping and educational environment preferred
APSCN/e-Finance experience preferred
Experience in Accounts Payable preferred
Willingness to acquire and maintain CASBO certification and notary public
Effective attention to detail
Effective organizational, interpersonal, and time management skills
Demonstrates superior multi-tasking abilities
Knowledge of relevant legislation, policies, and regulations
Possess a good work ethic and maintain confidentiality
Ability to handle detailed work under deadline pressure
Proficient with technical applications such as Microsoft Office Suite and Google Suite
Possess ability to communicate well and interact on a professional level with district staff
The Board may find appropriate and acceptable alternatives to the above qualifications

Essential Duties and Responsibilities:

• Detailed examples of some of the position duties detailed at the bottom of this page
• Assist in preparing for the annual audit of the District
• Perform fiscal year end and calendar year end close process
• Cross train and backup other finance office staff to help fulfill duties of those positions during absences
• Perform other duties as assigned

Previous experience is preferred, but not required.

Salary: Per Salary Schedule

Application Deadline: Until Filled

Contact Person:
Shannan Lovelace, Director of Finance
110 S. Cherry Street
Harrison, AR 72601

Telephone Number:
870.741.7600

Email Address:
slovelace@hps.k12.ar.us

Accounts Payable Administrative Assistant

FIXED ASSETS:

• Identify and enter assets over $2,500 into the eFinance system ($1,000 if federal)
• Fill out sticker with asset serial number and send to appropriate person to label the asset
• Print reports for each school annually (Spring) to remove or move assets to the correct building
• Year end reporting for Auditors
• Ensure proper paperwork is filled out (Removal of Equipment from Fixed Assets Inventory Form)

ACCOUNTS PAYABLE:

• Receive invoices and confirm receipt of items purchased from appropriate person
• Reconcile utilities/phone/cell phones bills and place in the correct building funds
• Keep check warrants in order and filed away for easy retrieval for auditing
• Prepare 1099s for end of year taxes
• Verify vendor info is accurate and complete

ATHLETICS:

• Prepare purchase orders as needed
• Prepare reimbursements for officials and gate
• Code all invoices correctly
• Confirm receipt of invoices and pay on time
• Prepare budget numbers for Athletic Director

FOOD SERVICE BACKUP:

• Prepare invoices for Preschool and Boone County Independent Living each month
• Reconcile lunch deposits and Rentrak each month on the bank statement
• Enter revenue for food service
• Prepare board report
• Tabulate all numbers from the schools in order to submit the reimbursement claim from the state and then save for Child Nutrition Director to submit and Business Manager to approve
• Match receipts with statements from food service vendors and code appropriately
• Prepare all paperwork for the renewal agreement along with the free and reduced application and notice to the newspaper
• Prepare the beginning of the year paperwork for CND to hand out to the managers in the school
• Prepare annual bid (bread), have CND approve/change bid sheet.

PURCHASE ORDERS:

• Match invoices with purchase orders and make sure two signatures are on the PO before paying
• Enter POs for foodservice, athletics, maintenance, Perkins, Tobacco Grant, McKinney Vento and Technology as needed
• Approve and close any POs that need updated
• Ensure vendors on POs are correct and match the remit to address and name

BIDS:
During the month of April, prepare bids for tires, diesel and gasoline. Have Operations Manager approve or change bid sheets. In May send out bids to vendors. In June, open sealed bids with CND and Operations Manager and prepare letter to the Board on their recommendation. After June board meeting send out award letters to the vendors.

TOBACCO GRANT:

• Prepare purchase orders as needed
• Copy all check warrants or credit card payments made during each period
• Print expenditure audit trail and match payments

MISC:

• Prepare transportation report for Operations Manager each month for the board meeting
• Prepare athletic passes for the District
• Purge files in the record room at the end of the fiscal year (summer) to make room for new files from the vault