Accounts Payable Coordinator

WORK CALENDAR:      12-month, 260-day position

SALARY:                        $85,000/year (commensurate with experience)

REQUIREMENTS

• Experience: Minimum of 5 years of experience in a similar accounts payable or bookkeeping role, with a strong preference for public sector, government, or school district fund accounting experience
• Education: Bachelor's degree required; a Master's degree in Finance or Accounting is highly preferred.
• Technical Proficiency: Strong working knowledge of automated purchase order workflows, public sector ERP software (e.g., Skyward, SDS, Infinite Campus), and intermediate Microsoft Excel skills.
• Core Competencies: Deep understanding of standard procurement internal controls, segregation of duties, and state bidding regulations. Exceptional attention to detail and a community-minded communication style

SUMMARY:

The Accounts Payable Coordinator plays a vital role in supporting our school district's mission by ensuring fiscal integrity, strict compliance, and operational excellence. This position serves as the primary gatekeeper for district expenditures, ensuring that all disbursements strictly align with fund accounting standards, established board policies, and procurement regulations. The ideal candidate brings strong fund accounting acumen, exceptional attention to detail, and a service-oriented mindset dedicated to stewarding public resources and fostering positive relationships within our school community.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Procurement & Board Compliance: Serve as the internal gatekeeper to ensure all invoices, purchase orders (POs), and payment requests strictly adhere to district purchasing policies, board protocols, and state bidding thresholds.
• Approval Threshold Tracking: Enforce and track specific Board of Education approval thresholds, ensuring any expenses exceeding designated dollar amounts receive proper authorization prior to disbursement.
• Three-Way Matching & PO Verification: Perform rigorous three-way matching of purchase orders, receiving documents, and vendor invoices within the district's ERP system to verify pricing, quantities, and proper authorization.
• Invoice & Bill Processing: Receive, review, and accurately code a high volume of vendor invoices and employee expense reports utilizing standard fund accounting structures.
• Monthly Pay Runs: Prepare the district bills for payment once a month, executing electronic payments (ACH, wires) and check runs following required approvals.
• Approvals & Vouchers: Secure appropriate authorizations for all payments and process Special Vouchers as requested by the Business Manager.
• Daily Cash Receipts: Sort and account-number code receipts from the previous day into Treasurer and Revolving accounts, and assemble the daily bank deposit.
• Reconciliation & Audit Readiness: Reconcile vendor statements, investigate pricing or quantity discrepancies, resolve outstanding balances, and maintain comprehensive audit trails for annual external financial audits.
• Vendor Relations: Act as the primary point of contact for vendor inquiries regarding payment status, contract terms, and account issues.
• Annual 1099 Reporting: Prepare the annual 1099 report for accounts payable and Imprest/activity accounts alongside the Bookkeeper, ensuring contractual services over $600.00 are correctly reported.
• Daily Open & Compliance: Open the vault, handle necessary cash preparations for the day, and maintain organized, legally compliant, and secure financial files.
• Coverage & Bookkeeper Backup: Process Imprest Fund and Student Activities Fund payment requests and prepare cash boxes in the bookkeeper's absence.
• Campus Store Backup: Serve as a backup cashier in the Campus Store during absences, including counting cash and receipting tickets.
• Operations Support: Relieve the switchboard operator for lunch and perform other duties as assigned by the immediate supervisor.
• Performs other duties as assigned in support of Finance Department operations and district needs

BENEFITS:

Eligible for the District's comprehensive benefits package, including health, dental, vision, life insurance, and retirement benefits as applicable.

SUPERVISOR:

Toriano Horton, CSBO/Assistant Superintendent for Finance