Accounts Payable Coordinator

Position Title: Accounts Payable Coordinator

Department: Business Office

Reports to: Assistant Superintendent of Business Services

FLSA Class: Exempt

Effective Date: 7-1-2026

The position of Accounts Payable Coordinator has been developed to provide accounts payable and administrative assistance to the Business Office. This employee must have an in-depth knowledge of accounts payable, the inner working of the Business Office, and the ability to balance a myriad of tasks which may vary on a regular basis.

• Ensure accurate and timely entry of invoices and purchase orders.
• Prepare an agenda of bills ensuring accurate and timely payment of invoices.
• Maintain schedules to track and ensure timely payments to vendors.
• Contacting vendors and others to obtain necessary documents needed to process invoices and payments, such as W-9's, payment/bank details and/or other items.
• Maintaining and updating accurate vendor information in the Accounts Payable system.
• Maintaining organized and accurate accounts payable records.
• Assist with processing of 1099's annually.
• Process purchase orders including confirming all approvals needed and ensuring the process is followed.
• Prints checks and/or facilitates ACH payment of invoices and bills.
• Assists with annual audit, prepares reports for audit as needed.
• Performs other incidental tasks consistent with the goals and objectives of this position.
• Prepares accounts payable reports as requested.
• Coordinates a variety of activities (e.g. appointments, meetings, office activities, required reporting, facility use, contracts, special events, calendars, purchases, etc.) for the purpose of ensuring the efficient use of resources.
• Communicates effectively orally and in writing.
• Displays a high standard of customer service. Greets public, parents, students, vendors, etc. for the purpose of responding to their inquiries and/or directing them to appropriate personnel.
• Maintains a variety of manual and electronic records and/or files for the purpose of documenting activities, providing reliable information, and complying with district, state, and federal requirements.
• Maintains inventory of office supplies and materials for the purpose of ensuring the availability as required.
• Answers telephones and assists callers by providing information and taking messages.
• Compiles and verifies statistical information for various reports and audits.
• Maintains high standards of respect, confidentiality, attendance, punctuality, and flexibility while working cooperatively with supervisors, coworkers, and visitors.
• Receives, distributes, and organizes incoming and outgoing correspondence.
• Produces correspondence, reports, memoranda, applications, certificates, and other materials from copy, rough drafts, or other sources.
• Supports the District's vision and mission.
• Other duties as requested or assigned by supervisors.

• High School Diploma or equivalent required.
• Must possess a valid driver's license.
• 2-5 Years' experience in clerical, bookkeeping, or related fields.
• Ability to understand and follow basic oral and written instructions.
• Ability to be on your feet for long periods of time.
• Basic understanding and experience with personal computer and programs.
• Must be able to lift up to 50 lbs.
• Must be able to carry up to 35 lbs.
• Requires employee to have the ability to push/pull up to 26 lbs.
• Enforce school regulations and policies in a professional manner.
• Ability to maintain good working relationships with fellow employees and pupils.
• Ability to communicate to students, parents and staff in a respectful/courteous manner.

The normal working hours will vary by demands of the job, Monday through Friday. The schedule is subject to change with district demands.