Job Title:          Accounts Payable Coordinator

Department:    Clerical – Central Office

Reports to:       Executive Director of Business & Operations

Classification:  Classified / Non-exempt 

 

Summary

Completes monthly accounts payable processing and maintains all building invoices throughout the month, consolidating them to process vendor payments at designated times.

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills and abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

 

Essential Duties and Responsibilities

1. Handles all incoming calls pertaining to accounts payable.


2. Prepares invoices to be distributed to schools to be checked and coded.


3. Sets up invoices, checks coding and enters invoices daily into the system.


4. Completes invoices for payment, processes bad check returns, runs checks for vendors and/or initiates electronic payments.


5. Set up new vendors as needed.


6. Check all incoming statements and calls for invoices.


7. Manages district credit cards and reconciliation of district cards.


8. Manages inventory logs for the district.


9. Works in conjunction with the Executive Director of Business and Operations in preparing bank deposits.


10. Works in conjunction with the Executive Director of Business and Operations to process and approve purchase orders.


11. Enter all cash receipts. As well as prepare a cash receipt list and check register for board meetings.


12. Prepares all accounts payable month-end reports after invoices are completed and updates the accounting system to the next month.


13. Prepares forms 1099 at year end.


14. Keeps all invoice files current.


15. Enter adjusting journal entries as needed.


16. Responsible for maintaining disposal of accounts payable paperwork according to the retention of files by the State.


17. Other duties as assigned by supervisor.

 

Qualifications 

Education/Experience

• High school diploma required; college is preferred.


• Extensive accounting training, bookkeeping & computer experience required.


• Advanced computer skills required.


• Such alternative to the above as the Board may find appropriate and acceptable.

Skills and Abilities  

An extensive working knowledge of accounting, bookkeeping, and computer experience is required.

Language 

The individual must be able to read and interpret documents, compile simple and complex reports and correspondences, and speak effectively and professionally with members of the public and other staff members.   

Computation

Accounting skills a must.

Reasoning 

Problem-solving and the ability to interpret and follow directions written and verbal.

Technology

Must have strong computer skills, including word processing and working with spreadsheets. Must have the ability to learn new systems and software with instruction.

Additional Skills and Abilities

This individual must have strong interpersonal skills and the ability to safeguard confidential information. Also, must be organized, motivated, and honest.

 

Physical Demands 

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

While performing the duties of this position an employee is required to sit, talk, and hear. The employee is occasionally required to stand, reach, bend, and lift or carry up to 10 pounds.

Mobility

Occasional walking as required in a general office setting. 

Hearing

Must have the ability to hear conversation both in person and via telephone in a general office setting.

Speaking

Will be in contact with district staff and vendors on a regular basis, either via telephone or in person. Must have the ability to communicate effectively and confidently as a representative of the school district.

Seeing

Prolonged computer use required. 

Lifting

Occasionally lifting or carrying up to 30 pounds.

Attendance

Consistent and regular attendance is essential. 

 

Conditions and Environment

The work conditions and environment described here are representative of those that an individual will encounter while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The work environment is consistent with a typical office environment.

 

Terms of Employment

12 months; salary and work year to be established by the Board.

 

Evaluation

Performance of this job will be evaluated in accordance with provisions of the Board Policy on Evaluation of Support 

Services Staff.