Accounts Payable/Accounting Assistant

CHAMBERSBURG AREA SCHOOL DISTRICT Job Description

JOB TITLE: Accounts Payable/Accounting Assistant DRAFT

REPORTS TO: Accounting Manager

CLASSIFICATION: Non-Exempt

ADOPTED by CASD BOARD OF DIRECTORS: _____

REVISION ADOPTED by CASD BOARD OF DIRECTORS: NA

SUMMARY OF PURPOSE The Accounts Payable/Accounting Assistant provides support to the Business Office by performing clerical and organizational responsibilities, both daily and long-term, to ensure efficient and effective operation of the District's accounts payable function. This position also supports the needs of the Special Education Department by processing budgetary requests and by providing financial reporting information.

ESSENTIAL REQUIREMENTS

• High School Diploma or equivalent; Associates Degree in related field is preferred.
• Experience or course work in business, math, accounting, bookkeeping, and/or recordkeeping preferred.
• Knowledge of the structure and content of the English language including reading, writing, spelling, rules of composition, grammar, and the ability to communicate in English, both verbally and written.
• Knowledge and application of mathematical concepts; add, subtract, multiply and divide, perform complex arithmetic operations, and use calculators.
• Basic computer knowledge and the ability to operate various office software applications, including, but not limited to Excel, Word, Outlook, and Google Chrome.
• Previous experience in administrative and clerical office procedures and the ability to effectively operate standard office equipment, including, but not limited to printer, copier, fax, telephone, adding machine, postage meter, etc.
• Ability to prepare and maintain accurate records.
• Ability to prioritize tasks and work independently to meet schedules and timelines.
• Ability to establish and maintain positive, effective working relationships with coworkers, administrators, teachers, and students.

ESSENTIAL FUNCTIONS

• Assists the Accounting Manager with collecting and processing accounts payable disbursements: o Receives invoices from vendors and forwards them to the appropriate financial secretary for approval and payment processing. o Receives approved invoices from financial secretaries, verifies receipt of signed packing slip, and attaches the corresponding purchase order. o Enters invoices daily, compiling batches based on fund account, due date, and bill payment schedule. o Confirms accuracy of account codes during invoice entry. o Verifies sufficient funding, if invoice exceeds purchase order amount. o Determines whether the purchase order has been fulfilled or should remain open. o Consults with the Controller and Accounting Manager regarding balances in accounts or budget control groups. o Provides batch totals to Controller for cash flow purposes. o Processes checks for disbursement to vendors. o Maintains charter school spreadsheet to track payments between regular and special education for the Director of Support Services. o Maintains spreadsheet for Act 16 reporting references on purchase orders. o Manages purchase order status (Revise, Reprint, Open, Close, Void) for all purchase orders.
• Distributes purchase orders approved by the Chief Financial and Operations Officer (CFOO) to the appropriate financial secretaries.
• Enters requisitions for the Business Office, the Special Education Department, and for other departments on an emergency basis.
• Ensures all Special Education orders are properly received and accurately documented.
• Responsible for verification of all Special Education invoices.
• Runs monthly financial reports for Special Education to be provided to both the CFOO and the Director of Special Education.
• Prepares the annual ACT 16 Report for review by the Director of Support Services.
• Prepares the annual Contingency Funding Application.
• Assists the Director of Support Services with residency verification of all outplaced Special Education students.
• Coordinates with buildings and departments for joint purchasing supply bids. Attends meetings with the joint purchasing consortium to receive item and submission information for the related bids. Collects and submits bid quantities on the consortium website.
• Assists the Accounting Manager with presenting information at the Financial Secretaries' meetings.
• Reviews statements from vendors to determine payment status and requests information from financial secretaries and/or vendors, as needed, to ensure timely payment.
• Reviews travel and expense reports for accuracy of data, required documentation, and approvals.
• Runs federal and state suspended and debarred reports for invoices that meet criteria.
• Maintains records for Controller for Xerox and professional development/training transactions.
• Runs IRS TIN matching for W-9s to verify vendor tax id and name match.
• Assists with training new financial secretaries.
• Performs other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMPETENCIES

• Organization
• Written/Oral Communication
• Detail Oriented/Accuracy
• Personal Effectiveness/Credibility
• Thoroughness
• Problem-Solving
• Confidentiality Acumen
• Time Management
• Work independently and collaboratively with other departments
• Multi-task and work in a fast-paced environment

TERMS OF EMPLOYMENT

• Full time position; 8 hours per day, working 248 days per year
• Compensation as per the Collective Bargaining Agreement between the Chambersburg Area Educational Support Personnel Association and the Chambersburg Area School District (Level B)

EVALUATION Performance of the Accounts Payable Assistant will be evaluated annually by the Accounting Manager in accordance with the Board's policy on evaluations of support employees.

SUPERVISORY RESPONSIBILITY

• None

PHYSICAL DEMANDS AND WORK ENVIRONMENT The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable Accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands: On the job, this employee must…

Bend Sit Must carry/lift loads of: Squat Stand Crawl Walk Light (up to 25 lbs) Climb Push/Pull Moderate (25-50 lbs) Kneel Manual dexterity Heavy (over 50 lbs) Reach above shoulder level Use fine finger movements Other Other

• Work Environment: On the job, this employee…

( ) Is exposed to excessive noise ( ) Is around moving machinery ( ) Is exposed to marked changes in temperature ( ) Is exposed to dust, fumes, gases ( ) Drives motorized equipment ( ) Works in confined quarters ( ) Other____ ( ) Other____

OTHER DUTIES The above job description is intended to describe the general nature and level of the work being performed by employees assigned to this job title. This is not an exhaustive or comprehensive list of all duties, tasks, and responsibilities. Employees will be expected to perform duties that do not appear on the job description. Management reserves the right to amend and change responsibilities to meet operational and organizational needs as necessary.

AAP/EEO STATEMENT The CASD is an equal opportunity education institution and will not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, family medical history or genetic information, political affiliation, or military service (or any other characteristic protected by state, federal, or local law) in activities, programs or employment practices as required by Title VI, Title IX, Section 504, and the Americans with Disabilities Act. For information regarding civil rights or grievance procedures or for information regarding services, activities, and facilities that are accessible to and useable by handicapped persons, contact the Office of the Superintendent or the Director of Human Resources.

Employee signature below constitutes employee's understanding of the requirements, essential functions, and duties of the position.

Employee: __ Date: _____