Executive Secretary​/Accounts Payable Clerk

Executive Secretary/Accounts Payable

Under the direct supervision of the School Business Administrator, to assist in the administration of the school district's accounts payable function, ensuring the accuracy of invoices to be paid, and the timely payment of school district expenses, maintaining accurate account balances, in conformance with school district policies and practices as well as applicable laws and regulations.

Assists in administering the school district's accounts payable function, including the processing of purchase orders and invoices for payment, and inputting and maintaining data and information into the accounting system regarding accounts payable to ensure records are accurate and up-to-date.

Researches discrepancies regarding the accuracy of invoice amounts, word counts, etc. for the purpose of ensuring accuracy and implementing corrective measures, communicating with vendors, consultants, translators, or others as needed to reconcile.

Assists in inputting and maintaining all data and information into the accounting system regarding accounts payable. Reconciles accounts payable invoice batches, and processes payment checks or wire payments as directed.

Develops reporting procedures and internal controls for timely and accurate completion of reporting and record-keeping requirements. Maintains accounts payable records for accurate and up-to-date filing and recordkeeping.

Composes correspondence to clients as needed for the purpose of documenting activities, providing written reference and/or conveying information regarding accounts payable issues, balances, etc.

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the accounting system.

Note:

The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Knowledge of accounting and bookkeeping principles. Organizational and time management skills. Ability to report work orally or in writing to supervisor as required. Ability to carry out instructions furnished in written or oral form. Ability to add, subtract, multiply and divide, performs complex arithmetic operations and use calculators. Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel).

Ability to problem-solve job-related issues. Ability to process paperwork accurately according to standardized procedures. Ability to maintain confidentiality of information regarding school district financial and other information. Ability to establish and maintain cooperative working relationships with others contacted in the course of work.