Accounting Assistant of Accounts Payable

Job Information

Job Summary and Purpose

• The Accounting Assistant of Accounts Payable performs technical and clerical accounting support work related to the processing and maintenance of accounts payable records. Reporting to the Specialist of Accounts Payable, this position supports accurate invoice processing, payment preparation, recordkeeping, and customer service for schools, departments, and vendors. The role ensures transactions are processed in accordance with established policies, procedures, and accounting standards to support efficient financial operations.

Work Objectives/Essential Functions

•  Processes accounts payable transactions in the financial system, ensuring accuracy, completeness, and appropriate documentation.
• Reviews and verifies invoices, statements, and supporting materials to confirm compliance with division procedures and accounting requirements.
• Assists users with understanding accounts payable processes, systems, and documentation requirements.
• Responds to inquiries from vendors, schools, and departments regarding accounts payable transactions.
• Researches payment discrepancies, outstanding invoices, and transaction issues, and coordinates resolution with appropriate staff.
• Processes and reconciles purchasing card (P-Card) transactions in accordance with established procedures.
• Maintains accurate and organized financial records and files related to accounts payable activities.
• Prepares warrant registers and supporting documentation for payment processing.
• Adheres to confidentiality requirements in accordance with federal and state laws and School Board policies.
• Maintains appropriate attendance, punctuality, and professional conduct.
• Supports and demonstrates the core values of Stafford County Public Schools.
• Engages in professional growth activities relevant to the position.
• Complies with all district and School Board policies and regulations.

Education and Experience

Required Licensures and Certifications

Additional Knowledge, Skills, and Abilities

• Knowledge of standard accounts payable terminology and practices
• Proficiency with financial systems and electronically generated spreadsheets
• Ability to perform mathematical computations accurately and efficiently
• Strong organizational, time-management, and recordkeeping skills
• Ability to follow detailed procedures and meet established deadlines
• Effective written and verbal communication skills
• Ability to work independently and collaboratively in a team environment
• Demonstrated attention to detail and initiative

Core Expectations of All Stafford Schools Employees

• Engage in ongoing professional development relevant to position.
• Respond to written and oral requests for information promptly and thoroughly.
• Maintain a clean, neat appearance and dress appropriate to position and duties.
• Maintain a record of appropriate attendance and punctuality.
• Serve as a role model for students, colleagues, and the general public.
• Work in close harmony with supervisor(s) and colleagues.
• Comply with all division policies and regulations, including but not limited to guidelines for confidentiality and professional conduct, as well as all site-based procedures and protocols.

Weight Demands

Physical Demands

Classification Details (Completed by Human Resources)

This description is intended to describe the general nature, essential functions, and requirements of the job. It is not intended to be an exhaustive list of all duties and tasks, the inclusion of which are considered for job classification purposes.