Accounting, Accounting Standards and Regulations, Accounts Payable, Administrative Skills, Billing, Business Operations, Business Support, Cafeteria, Check Processing, Credit and Collections, Detail Oriented, Finance Software, Financial Management, Food Services, Food and Beverage Industry, Fundraising, Generally Accepted Accounting Principles (GAAP), Internet Portal, Maintain Compliance, Organizational Skills, Purchase Orders, Reconciliation, Record Keeping, Reimbursement, Revenue/Sales Reporting, Student Financial Services, Support Documentation, Time Management, Vendor/Supplier Management
Accounts Payable/Student Activities Coordinator (12 Month Position- FT) JobID: 224
Position Type:
Secretarial/Clerical/Accounts Payable
Date Posted:
5/7/2026
Location:
Carlstadt Public School
Date Available:
07/01/2026
Closing Date:
05/22/2026
Additional Information: Show/Hide
Location: Carlstadt Public School, New Jersey
Category: Central Office / Business Office Support
Terms: 12-Month Position, Full Time
Position Overview
We are seeking a detail-oriented and organized professional to serve as the Accounts Payable & Student Activity Coordinator. This dual-role position is critical to the district's financial health and student life. You will be responsible for the accurate processing of district liabilities while managing the financial oversight of student-led organizations and food service accounts. The ideal candidate possesses strong accounting skills and a firm understanding of NJ Public School Contracts and NJDOE accounting regulations.
Key Responsibilities
Accounts Payable & Billing
- Purchase Orders: Ensure all purchase orders are properly issued and approved
- Invoice Processing: Review, verify, and process all district invoices, ensuring proper authorization and alignment with purchase orders.
- Check Run: Prepare and process checks on a timely basis.
- Vendor Management: Maintain accurate vendor records, including W-9s and Business Registration Certificates. Resolve billing discrepancies and respond to vendor inquiries.
- Audit Support: Prepare documentation for the annual district audit and ensure compliance with GAAP (Generally Accepted Accounting Principles).
Student Activity Coordination
- Financial Oversight: Manage the Student Activity Account, ensuring all clubs and organizations follow NJDOE "Internal Account" procedures.
- Fundraising Compliance: Review and approve fundraising requests, ensuring all collected funds are deposited promptly and documented accurately.
- Disbursements: Process checks for student events, competitions, and supplies, ensuring all expenditures have student-officer and advisor signatures as required by law.
Food Service & Enterprise Funds
- Billing & Collections: Monitor student cafeteria accounts, manage the online payment portal, and coordinate the collection of outstanding balances.
- State Reporting: Assist in the preparation of monthly reimbursement claims for the National School Lunch Program (NSLP).
- Vendor Liaison: Reconcile monthly invoices from the Food Service Management Company against daily sales reports.
Administrative Duties
- Records Retention: Maintain organized financial records in accordance with State of New Jersey record retention schedules.
- Software Mastery: Utilize district software (e.g., Genesis, CSI) for all financial entries.
Required Qualifications
- Experience: At least 23 years of experience in accounts payable or school business office operations.
- Skills: Proficiency in Google Suite for Education, Genesis, NJ.Gov, and school-based financial management software (CSI).
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Carlstadt Public Schools