Accounts Payable Secretary

JOB TITLE: Accounts Payable Central Office Secretary

BUILDING: Clio Area Schools Central Office

SUMMARY: The District is seeking a highly organized, detail-oriented, and dependable individual to serve as the Accounts Payable Secretary in the District’s Central Office.

This position is responsible for coordinating and processing the District’s accounts payable and purchasing functions while maintaining accurate financial records and providing excellent service to District employees, vendors, and community partners. The successful candidate must demonstrate a high level of accuracy, confidentiality, professionalism, organization, and the ability to manage multiple deadlines and priorities.

The Accounts Payable/Purchasing Secretary works collaboratively with Central Office administrators, building administrators, secretarial staff, and other District employees to ensure that District purchasing and payment procedures are completed accurately, efficiently, and in accordance with District policies, procedures, grant requirements, and applicable state and federal requirements. Other duties as assigned by Central Office Administrators.

• High school diploma
• Demonstrated experience with accounts payable, bookkeeping, accounting, purchasing, payroll, or related financial functions.
• Strong computer skills, including proficiency with Microsoft Office and/or Google Workspace.
• Strong spreadsheet skills, including the ability to organize, review, and analyze financial information.
• Excellent organizational and time-management skills
• Strong attention to detail and commitment to accuracy
• Ability to manage multiple tasks and deadlines simultaneously
• Ability to work independently while also functioning effectively as part of a Central Office team

• Associate’s Degree (or at least 60 semester hours)
• Ability to work effectively and cooperatively with teaching staff.
• Good oral and written communications skills.
• Previous accounts payable, bookkeeping, purchasing, or accounting experience.
• Previous experience working in a Michigan public school district, intermediate school district, municipality, or other governmental organization.
• Experience with school district financial management software.
• Knowledge of Michigan public school accounting practices.
• Experience processing purchase orders and vendor payments.
• Experience with grant-funded expenditures.
• Experience preparing financial documentation for audits.
• Knowledge of governmental fund accounting and school district financial procedures.

• Receive, review, and process invoices for payment
• Verify invoices for accuracy, appropriate documentation, authorization, and applicable purchase orders.
• Match purchase orders, invoices, packing slips, and other supporting documentation prior to processing payment.
• Enter accounts payable transactions accurately and timely into the District’s financial management system.
• Prepare and process District check runs and/or electronic vendor payments in accordance with established procedures.
• Maintain accurate accounts payable records and supporting documentation.
• Research and resolve invoice discrepancies, duplicate payments, credits, and other vendor account issues.
• Communicate with vendors and District staff regarding invoices, payment status, account questions, and documentation.
• Maintain appropriate documentation for District credit card and purchasing card transactions.
• Assist with preparation and maintenance of annual 1099 records and reporting.
• Maintain vendor files, including W-9 documentation and other required records.
• Review vendor statements and resolve outstanding balances or discrepancies.
• Assist with year-end accounts payable procedures and closing outstanding purchase orders.
• Maintain…