Accounting Special Assistant

Job Overview

Accounting Special Assistant supports the district's financial operations by processing vendor payments, preparing invoices, and maintaining accurate accounts receivable records. The role also supports grant activities by reviewing expenditures, preparing grant-related invoices, recording receivables, and assisting with quarterly reporting. This specialist works collaboratively with departments and external partners to maintain accurate financial records and resolve discrepancies.

• High school diploma or equivalent (GED) required.
• Post‑secondary coursework in accounting or business preferred.
• Experience with financial software preferred.

• Read, develop, and apply procedures, policies, and regulations.
• Ensure compliance with generally accepted accounting principles.
• Prepare and submit reports and correspondence.
• Effectively present information and respond to questions from the Controller and Director.
• Strong analytical and organizational skills with attention to detail.
• Proficient in Microsoft Office Suite, particularly Excel, and has experience with accounting systems.
• Ability to effectively communicate and collaborate with vendors and other departments.
• Strong problem‑solving skills and the ability to handle confidential and sensitive information.

• Valid Alaska Driver's License preferred.

• Process and maintain accounts payable and accounts receivable transactions in accordance with District policies and established accounting procedures.
• Review, verify, and process vendor invoices, purchase orders, and payment requests for accuracy, appropriate approvals, and proper coding.
• Prepare and issue vendor payments, including checks, ACH, and other approved payment methods, ensuring timely and accurate disbursement.
• Prepare and issue invoices, including those related to grants, contracts, and other billable services, ensuring accuracy and compliance with applicable requirements.
• Record and track accounts receivable, including grant‑related receivables, and ensure timely and accurate posting to the financial system.
• Maintain and reconcile subsidiary ledgers for accounts payable and accounts receivable; research and resolve discrepancies as needed.
• Perform routine account reconciliations related to AP/AR, including vendor statements and customer account balances.
• Communicate with vendors and customers to resolve billing, payment, and account inquiries in a professional and timely manner.
• Monitor aging reports and follow up on outstanding receivables to support timely collections.
• Ensure proper documentation and record retention for all AP/AR transactions in compliance with District procedures and audit requirements.
• Assist with month‑end and year‑end closing activities related to accounts payable and receivable, including accruals and reporting support as assigned.
• Maintain accurate vendor and customer account records, including setup and updates in the financial system.
• Support compliance with internal controls and segregation of duties related to cash handling, disbursements, and receivables.
• Provide support for audit requests by compiling documentation related to accounts payable and receivable transactions.
• Collaborate with other departments to ensure accurate coding and processing of expenditures and revenues.
• Review grant‑related expenditures for proper documentation, allowability, and alignment with approved budgets and funding requirements; flag discrepancies for further review.
• Assist with preparation of quarterly grant reports by compiling expenditure data, reconciling reported amounts to the financial system, and preparing or supporting related invoicing and receivable entries.
• Adhere to all District policies, procedures, and applicable regulations.
• Perform other duties as assigned—duties listed above are not exclusive of this position.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with…