Accounts Payable and Purchasing Card Bookkeeper (Central Office On-Site)

FLSA Status: Non-Exempt

Work Year: Full Year

JOB TITLE: Accounts Payable and Purchasing Card Bookkeeper

SUPERVISED BY: Chief Financial Officer

SUPERVISES: NIA

SUMMARY OF JOB DESCRIPTION:

• Processes accounts payable
• Manages the daily operation of the District Purchasing card program
• Processes cash receipts
• Manages the District electronic payment program (MySchoolBucks)
• Preschool tuition Bookkeeper
• Local Grant Bookkeeper
• Miscellaneous Business Office duties

ESSENTIAL JOB ELEMENTS:
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, skill and/or ability required of the position. Accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Process accounts payable, including creating purchase orders for approved requisitions, reviewing, scanning and organizing invoices received for payment, entering data into the computerized accounting system, printing and mailing checks and filing and maintaining paid bills files.

2. Assist users of the accounting software program by answering questions, troubleshooting problems and providing training as necessary. Responsible for managing the users in the accounting software including adding and deleting users and making changes or updates.

3. Manage the daily operations of the District Purchasing Card program including, assisting office managers/bookkeepers with the program, auditing monthly transaction logs noting proper application of the Purchasing Card policies and procedures, posting monthly Purchasing Card transactions, coordinate with Bookkeepers/secretaries and Principals to reconcile variances found and obtain proper documentation including collection of sales tax reimbursements and payment for undocumented charges.

4. Coordinate with the Chief Financial Officer to maintain the Purchasing policies, procedures, required forms and reports. Ensure all appropriate documentation is in place for Capital Purchases, Service Agreements and Independent Contractors.

5. Manage Visa Purchasing Card program: Including ordering, canceling and making changes to cards. making changes to email address and default account numbers, adding and deleting users. Sends out monthly credit card statements.

6. Develop and maintain Purchasing Card training documents. Coordinate and provide user training.

7. Process school district cash receipts including collecting, counting and posting all money received in the Central Office from each location, preparing bank deposits and delivering them the Bank.

8. Responsible for maintaining the Central Office postage machine including tracking available postage, and refilling meter with additional postage as needed. Running machine updates as necessary.

9. Reconcile Accounts Payable bank account. Notify Secretaries/Bookkeepers of any NSF checks. Obtain account numbers for account adjustments including NSF checks, deposit adjustments and EFT transfers. Post journal entries for account adjustments.

10. Annually, prepare and file 1099 forms for non-employee compensation. Manage invoices in the accounting system for accurate reporting.

11. Serve as backup to the Payroll/General Ledger Bookkeeper and to the Administrative Assistant to Business Services.

12. Assist with the annual audit by providing invoice information, check copies and answering questions from auditors.

13. Demonstrates the commitment to build and maintain a safe, fair and respectful working and learning environment that honors the cultural diversity of students and staff.

14. Sets up Preschool tuition in electronic payment system.

15. Process local grants, including posting checks, notifying recipients, and updating Google Spreadsheet.

16. Perform other duties as assigned.

CONTACTS: School staff, administrators, district support staff, vendors, teachers and occasionally parents.

QUALIFICATIONS:

• High school diploma or equivalent
• Courses in computer hardware and software, office management and Microsoft Office equivalent to up to one year of college
• Two or more years of experience in office management, general office procedures, typing/computer skills, organizational skills, Microsoft Office and accounting software
• One or more years of post high school education
• Effective communication skills

Job Type: Full-time

Pay: $27.26 - $34.46 per hour

Benefits:

• 403(b)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person