Purpose: To provide financial assistance in the areas of purchasing, accounts payable, and reporting.

 

Responsibilities: 

All aspects of the Accounts Payable function for the school district including but not limited to: 

• Processes accounts payable invoices for state, local, federal, capital, and ASEP funds.
• Compares goods received to those ordered to ensure accuracy and completeness of order.
• Matches invoices with completed purchase orders.
•  Verifies invoice numbers and amounts on invoices due list each week
• Checks invoices for discounts, remits to addresses, sales tax percentages, and accuracy of figures.
• Enters processed invoices into a computer system for payment, checking reports for accuracy of data entry.
• Writes all accounts payable checks.
• Prepares checks for mailing and assembles backup documentation with check copy.
• Processes ACH transfer for employee reimbursements.
• Reports any purchase of fixed assets by sending a copy of the purchase order and invoice to the designated person.
• Files and retrieves materials by alphabetical, numerical, or other established design.
• Performs clerical and administrative duties for the Maintenance Department, including but not limited to:
• Preparing and processing requisitions and purchase orders.
• Communicating and coordinating with vendors regarding quotes, orders, invoices, and other purchasing needs.
• Working closely with the Maintenance Department staff and Finance Director to track current and anticipated project expenditures.
• Maintaining accurate records of purchases, project costs, and outstanding commitments.
• Assisting with monitoring project budgets to ensure expenditures remain within available funding.
• Organizing and maintaining supporting documentation for maintenance and facility projects.

 Purchasing

• Maintains vendor accounts payable files.
• Maintains 1099 information for vendors.
• Reviews coding on purchase orders to ensure the use of proper codes.
• Distributes purchase orders after obtaining the signature of the finance officer.

Reporting

• Prepares monthly sales tax reports.
• Works with school bookkeepers to compile information necessary to file annual sales tax refund reports.
• Maintains information as needed by fund, program, county, etc. to collect data for annual sales tax refund reports.
• Prepares annual sales tax refund report for submission to the NC Department of Revenue.
• Completes annual OSHA reports
• Performs other duties as assigned 

Knowledge and Abilities:

• Knowledge of general office practices.
• Knowledge of basic bookkeeping and accounting practices.
• Ability to operate standard office machines.
• Ability to use correct grammar, spelling, and mechanics in writing reports.
• Ability to enter data on a computer system. 
• Ability to compare information accurately.
• Ability to interpret data and use it meaningfully in reports.
• Ability to use basic computer software programs and learn the use of more complex specialized software programs.
• Oral and written communication skills needed to interact with customers.
• Strong interpersonal skills, especially in the areas of listening, conflict negotiation, problem solving and customer service.
• Ability to work without supervision.
• Ability to exercise independent judgment and initiative in completing work assignments.

 Training and Experience:

• High School Diploma and two years of employment in a business office or equivalent combination of education and work experience preferred.
• Training or experience in the use of Google and Microsoft Office Products is preferred.

This job description is designed to indicate the general nature and level of work performed by employees within the classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees in this job.