Accounts Payable Coordinator

Position Title: Accounts Payable Coordinator

Department: Business Office

Reports to: Assistant Superintendent of Business Services

FLSA Class: Exempt 

Effective Date: 7-1-2026

SUMMARY 

The position of Accounts Payable Coordinator has been developed to provide accounts payable and administrative assistance to the Business Office.  This employee must have an in depth knowledge of accounts payable, the inner working of the Business Office, and the ability to balance a myriad of tasks which may vary on a regular basis. 

DUTIES 

• Ensure accurate and timely entry of invoices and purchase orders.
• Prepare an agenda of bills ensuring accurate and timely payment of invoices.
• Maintain schedules to track and ensure timely payments to vendors.
• Contacting vendors and others to obtain necessary documents needed to process invoices and payments, such as W-9's, payment/bank details and/or other items.
• Maintaining and updating accurate vendor information in the Accounts Payable system.
• Maintaining organized and accurate accounts payable records.
• Assist with processing of 1099's annually.
• Process purchase orders including confirming all approvals needed and ensuring the process is followed.
• Prints checks and/or facilitates ACH payment of invoices and bills.
• Assists with annual audit, prepares reports for audit as needed.
• Performs other incidental tasks consistent with the goals and objectives of this position.
• Prepares accounts payable reports as requested.
• Coordinates a variety of activities (e.g. appointments, meetings, office activities, required reporting, facility use, contracts, special events, calendars, purchases, etc.) for the purpose of ensuring the efficient use of resources.
• Communicates effectively orally and in writing.
• Displays a high standard of customer service.  Greets public, parents, students, vendors, etc. for the purpose of responding to their inquiries and/or directing them to appropriate personnel.
• Maintains a variety of manual and electronic records and/or files for the purpose of documenting activities, providing reliable information, and complying with district, state, and federal requirements.
• Maintains inventory of office supplies and materials for the purpose of ensuring the availability as required.
• Answers telephones and assists callers by providing information and taking messages.
• Compiles and verifies statistical information for various reports and audits.
• Maintains high standards of respect, confidentiality, attendance, punctuality, and flexibility while working cooperatively with supervisors, coworkers, and visitors.
• Receives, distributes, and organizes incoming and outgoing correspondence.
• Produces correspondence, reports, memoranda, applications, certificates, and other materials from copy, rough drafts, or other sources.
• Supports the District's vision and mission.
• Other duties as requested or assigned by supervisors.

QUALIFICATIONS 

• High School Diploma or equivalent required.
• Must possess a valid driver's license.
• 2-5 Years' experience in clerical, bookkeeping, or related fields.
• Ability to understand and follow basic oral and written instructions.
• Ability to be on your feet for long periods of time.
• Basic understanding and experience with personal computer and programs.
• Must be able to lift up to 50 lbs.
• Must be able to carry up to 35 lbs.
• Requires employee to have the ability to push/pull up to 26 lbs.
• Enforce school regulations and policies in a professional manner.
• Ability to maintain good working relationships with fellow employees and pupils.
• Ability to communicate to students, parents and staff in a respectful/courteous manner. 

SCHEDULING  

The normal working hours will vary by demands of the job, Monday through Friday. The schedule is subject to change with district demands.