Treasurer Assistant; Accounts Payable

Position: Treasurer's Assistant – Accounts Payable

Reports to: Treasurer/CFO and/or Superintendent/designee

Employment Status: Regular

FLSA Status: Non-Exempt

• Performs computer operations for encumbering purchase orders, matching invoices, verification of received item and paying invoices against properly executed purchase orders.
• Post all receipts (revenue received by the District) and prepare daily bank deposits.
• Deliver daily deposits to the bank.
• Download receipts daily to match with financial software. Change descriptions in the receipts, so that Fundraiser & other balancing procedures will be easier. Correct any accounting errors which may occur on the receipts.
• Assists the Building Secretaries with student payment transactions.
• Enters all payments into the Surround Care Workbook for daily balancing.
• Maintain payment software account codes.
• Reviews all Purchase Orders when received to check for any account code errors & corrects the PO descriptions as needed.
• Issuance of all checks and payments (including electronic transfers) for the District. Control of proper disbursements against purchase orders.
• Completes the monthly reconciliation/balancing process. Which includes balancing outsourced payments, credit card payments;
  Café receipts, Student Activity Accts;
  Pay to Participate;
  Surround Care & all subsidiary accounts. Reconciliation of all credit card purchases with the monthly statements.
• Prepares monthly budget reports for all principals, department heads and student advisors. Photocopies monthly reports for Board packet.
• Scan all Utility bills and maintains Utility spreadsheets.
• Creates & maintains various spreadsheets/workbooks to help assist fellow employees. Helps to maintain the Chart of Accounts.
• Respond to employee needs in the reporting of student activities, etc.
• Communicate with vendors to reconcile difficulties and keep district's credit protected.
• Attend meetings and in-service as required.
• Prepare annual 1099's.

• Perform other duties as assigned by the Treasurer/CFO.
• Assist with payroll processing if needed.
• Assist & perform other duties to cover employee vacations (FBI/BCI; process Free & Reduced lunch applications; most of the Accounts Receivable duties).

• High School Diploma or general education degree (GED) required. Associates or Bachelor degree preferred.
• One to five years of related experience.
• Such alternatives to the above qualifications as the Superintendent and/or Board of Education may find appropriate.

• Ability to work efficiently with others.
• Ability to communicate ideas and directives clearly and effectively both orally and in writing.
• Effective active listening skills.
• Organizational and problem solving skills.
• Proficiency in math.
• Knowledge of accounting practices and procedures.
• Ability to be flexible and adapt to changing situations.
• Ability to prioritize and meet deadlines.
• Excellent attention to detail.

• Computer/printer
• Typewriter
• Copy Machine
• Check Signer
• Postage Machine
• Fax Machine
• Calculator

• Occasional operation of a vehicle under inclement weather conditions, i.e., being prepared to come to school on all scheduled work days except calamity days.
• Occasional requirement to travel.
• Occasional evening/weekend work as directed by the Treasurer.
• Frequent repetitive hand motion, e.g., computer keyboard, typing.

This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the incumbent. The incumbent will be required to follow the instructions and perform the duties required by the incumbent's supervisor, appointing authority.