Accounts Payable/Administrative Assistant Purpose Statement

The job of Accounts Payable Assistant provides support for department functions with specific responsibility for performing activities related to the accurate processing of payment for approved invoices and contract payments; recording, updating and reconciling related financial information; and providing instructions and/or accounting support to other personnel in accordance with established practices.

The job of Administrative Assistant is done for the purpose/s of providing a variety of administrative support; organizing meetings; scheduling appointments; preparing communications; maintaining comprehensive records; coordinating assigned projects; and compiling and distributing a wide variety of materials and reports.

This job reports to the Director of Finance and the Superintendent.

Essential Functions of Accounts Payable

Assists auditors for the purpose of providing requested supporting documentation required for audit.
Informs other staff and/or outside parties regarding procedural requirements for the purpose of processing transactions.
Maintains financial information, files and records (e.g. purchase orders, invoices, accounts payable warrants, shipment verification, expense reports, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
Monitors account balances and related financial activity for the purpose of ensuring that allocations are accurate and complying with established financial practices.
Participates in unit meetings, in-service training, workshops, etc. for the purpose of conveying and/or gathering information required to perform job functions.
Prepares written materials and electronic financial information (e.g. voucher ratification reports, procedures, transmittals, P-cards, etc.) for the purpose of documenting activities, providing reference, conveying information, and complying with established financial, legal and/or administrative requirements.
Processes financial information for the purpose of updating and distributing information, authorizing for action and/or complying with established accounting practices.
Reconciles financial data (e.g. Credit Cards, etc.) for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices.
Researches discrepancies of financial information and/or documentation (e.g. purchase orders, invoices, etc.) for the purpose of ensuring the accuracy and adhering to established procedures prior to processing.
Responds to inquiries of staff and administration regarding financial procedures for the purpose of providing information, direction and/or referral for addressing inquiry.
Administers a wide variety of personnel policies and programs (e.g. time and attendance software; safety training; and etc.) for the purpose of conforming to district policies, relevant laws, contracts and agreements.
Answers telephone system for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages, and maintaining a phone directory for the District.
Coordinates assigned projects and/or program components for the purpose of completing activities and/or delivering services in a timely fashion.
Coordinates with internal and external sources (e.g. payroll department, benefits department, technology department, etc.) for the purpose of meeting district Human Resource requirements while complying with established guidelines.
Coordinates district substitute system ensuring staff list is updated, leave is transferred into payroll system and invoices are paid in a timely manner.
Greets individuals entering the building (e.g. visitors, parents, students, vendors, etc.) for the purpose of responding to inquiries; and/or directing individuals to appropriate location in accordance with established building security procedures.
Maintains manual and electronic documents, files and records for the purpose of providing accurate information in compliance with established guidelines.
Prepares a variety of reports and related documents for the purpose of providing documentation and information to others.
Process transcript requests for former students.

Pay: $22.00 - $29.25 per hour

Expected hours: 40.0 per week

Benefits:

Dental insurance
Health insurance
Life insurance
Paid time off

Work Location: In person

Job description