Accounting Special Assistant. Utqiagvik LilyLifestyle

The Accounting Special Assistant supports the district's financial operations by processing vendor payments, preparing invoices, and maintaining accurate accounts receivable records. This position ensures transactions are completed timely and in compliance with district policies and internal controls.

The role also supports grant activities by reviewing expenditures, preparing grant‑related invoices, recording receivables, and assisting with quarterly reporting.

• Process and maintain accounts payable and accounts receivable transactions in accordance with district policies.
• Review, verify, and process vendor invoices, purchase orders, and payment requests for accuracy and proper coding.
• Prepare and issue vendor payments, including checks, ACH, and other approved methods.
• Prepare and issue invoices, including those related to grants, contracts, and other billable services.
• Record and track accounts receivable, including grant‑related receivables, and ensure timely posting to the financial system.
• Maintain and reconcile subsidiary ledgers for accounts payable and receivable; research and resolve discrepancies.
• Perform routine account reconciliations related to AP/AR, including vendor statements and customer balances.
• Communicate with vendors and customers to resolve billing, payment, and account inquiries.
• Monitor aging reports and follow up on outstanding receivables.
• Ensure proper documentation and record retention for all AP/AR transactions.
• Assist with month‑end and year‑end closing activities, including accruals and reporting support.
• Maintain accurate vendor and customer account records in the financial system.
• Support compliance with internal controls and segregation of duties related to cash handling and receivables.
• Provide support for audit requests by compiling documentation related to AP/AR 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 budgets.
• Assist with preparation of quarterly grant reports.
• Adhere to all district policies, procedures, and regulations.

• High school diploma or equivalent (GED). Post‑secondary coursework in accounting or business preferred.
• Experience with financial software preferred.
• Knowledge of procedures, policies, regulations, and generally accepted accounting principles.
• Ability to read, develop, and apply procedures; prepare and submit reports and correspondence.
• Strong analytical, organizational, and problem‑solving skills with attention to detail.
• Proficiency with Microsoft Office Suite, especially Excel; experience with accounting systems.
• Effective communication and collaboration with vendors and other departments.
• Ability to handle confidential and sensitive information.

• Valid Alaska Driver's License preferred.

The employee must regularly sit, stand, walk, and use hands to finger, handle, and feel objects, tools, and controls; reach with hands and arms. The employee frequently stoops, kneels, crouches, or crawls, and must talk and hear. Occasionally required to climb or balance. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities include close, distance, color vision, peripheral vision, depth perception, and ability to adjust focus.

The work environment is usually quiet.

Work Year:
Year‑Round
Grade: 20
$35.51 - $55.65 (based on experience)