Position Title: Accounts Payable Specialist/Social Media Assist

Reports To: Chief Financial Officer
Department: District Office/Finance
Employment Type: 12 month-Full-Time – Hourly – 8:00 am – 4:00 pm Monday - Friday

 

Position Summary:

The Accounts Payable Specialist is responsible for managing the school district's accounts payable processes. This position ensures that all invoices and payments are processed accurately, efficiently, and in compliance with district policies, state regulations, and financial guidelines. The role supports the district's financial operations by maintaining detailed records and fostering vendor relationships. This role also includes managing the district's credit card program, coordinating travel arrangements, and assisting with the setup and maintenance of the district’s social media program by providing accurate and timely information.

 

Key Responsibilities:

• Invoice Processing:

• Review, verify, and process invoices for payment.
• Match invoices with purchase orders and receiving documents.
• Resolve discrepancies between invoices and supporting documents.

• Payment Management:

• Prepare and schedule disbursement of payments (checks, ACH, etc.) to vendors.
• Ensure timely and accurate payments in accordance with vendor terms.

• Credit Card Management:

• Oversee the setup, distribution, and maintenance of school district credit cards.
• Process credit card transactions and reconcile monthly statements.
• Ensure proper documentation and approval for all credit card transactions.

• Travel Coordination:

• Arrange hotel accommodations for district staff and administrators as needed.
• Ensure travel arrangements align with district policies and budgets.

• Social Media Program Assistance:

• Assist in setting up and maintaining the district’s social media accounts.
• Provide information and content to support district communications and initiatives.
• Collaborate with the communications team to ensure accurate and consistent messaging.
• Monitor social media platforms to ensure compliance with district policies and guidelines.

• Recordkeeping:

• Maintain accurate and organized financial records, including invoices, purchase orders, payment logs, credit card documentation, and travel arrangements.
• Reconcile accounts payable records with the district's general ledger.

• Compliance and Reporting:

• Ensure all payments, credit card transactions, and social media communications comply with district policies, board regulations, and state/federal laws.
• Assist in generating reports for audits, budget preparation, and financial analysis.

• Vendor and Stakeholder Relations:

• Communicate with vendors regarding payment inquiries and discrepancies.
• Establish and maintain positive vendor relationships.
• Assist district staff with credit card use, travel arrangements, and social media support.

• Collaboration:

• Work closely with purchasing, communications, and budget departments to ensure alignment of financial processes and messaging.
• Assist other team members in general finance operations as needed.

 

 

Qualifications:

• Education:
• High school diploma or GED required.
• Associate’s or bachelor’s degree in accounting, finance, or a related field preferred.
• Experience:
• Minimum of 2-3 years of accounts payable or general accounting experience, preferably in a school district or public sector environment.
• Skills:
• Strong attention to detail and organizational skills.
• Proficiency in financial software (e.g., School ERP Pro-Visions) and Microsoft Office Suite, especially Excel.
• Familiarity with social media platforms (e.g., Facebook, Twitter, Instagram) and content management.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Knowledge:
• Familiarity with accounting principles, school district financial operations, and applicable state regulations.

Work Environment:

• Primarily office-based with standard business hours.
• May require occasional extended hours during peak periods (e.g., end of fiscal year or audits).