Assistant Bookkeeper/Accounts Payable

Job Title: Accounts Payable/Assistant Bookkeeper
Location: Momence CUSD1, Illinois
Reports To: District Bookkeeper and Superintendent
FLSA Status: Non-Exempt
Employment Type: 12 month

Job Summary:

The Accounts Payable/Assistant Bookkeeper is responsible for processing payments, maintaining financial records, and supporting the district’s accounting functions. This position ensures accurate and timely payment of invoices, compliance with district policies, and adherence to state and federal financial regulations. The role also assists in bookkeeping duties, providing support to the Business Office.

Essential Duties and Responsibilities:

• Process and verify invoices for payment, ensuring accuracy and proper authorization.
• Maintain accounts payable records and ensure timely disbursement of funds.
• Reconcile vendor statements and address discrepancies in a timely manner.
• Prepare and process purchase orders, ensuring adherence to budgetary constraints.
• Assist Superintendent and Bookkeeper with annual budget preparation
• Assist in month-end and year-end financial reconciliation processes.
• Work closely with vendors, district staff, and administrators to resolve payment-related inquiries.
• Maintain and update vendor files, W-9 forms, and issue 1099 tax forms as required.
• Support the Bookkeeper with general bookkeeping tasks, including journal entries and ledger maintenance.
• Assist in the preparation of financial reports and audits.
• Ensure compliance with school district policies, state regulations, and Generally Accepted Accounting Principles (GAAP).
• Perform other administrative and accounting duties as assigned.
• Assist Bookkeeper with payroll and processing of staff attendance
• Support with HR duties as needed

Qualifications:

Education and Experience:

• Experience preferred in Accounting, Finance, Business Administration, or a related field.
• Experience in accounts payable, bookkeeping, or financial administration (school district experience preferred).

Knowledge, Skills, and Abilities:

• Strong knowledge of accounting principles and accounts payable processes.
• Proficiency in accounting software and Microsoft Office Suite (Excel, Word, Outlook).
• Detail-oriented with excellent organizational and time-management skills.
• Strong analytical and problem-solving abilities.
• Effective communication skills, both verbal and written.
• Ability to work independently and collaboratively in a team environment.
• Knowledge of Illinois school finance laws, regulations, and reporting requirements (preferred).

Work Environment and Physical Demands:

• Work is performed in an office setting within the school district administration building.
• Requires prolonged periods of sitting, occasional standing, walking, and lifting of office materials (up to 20 lbs).
• Must be able to work under pressure to meet deadlines.

Salary and Benefits:

• Competitive salary based on experience.
• Comprehensive benefits package, including health, dental, and retirement plan.
• Paid time off, holidays, and professional development opportunities.