Accounts Payable / Payroll Specialist

8 hours per day, 260 days per year

Benefits eligible: Comprehensive benefit information can be found here.

All candidates who wish to be considered for this position must complete and submit the online employment application.  

Position Summary:

This position is split between two supervisors in one department. Under the supervision of the Business & Operations Manager, the specialist will process vendor invoices for payment and provides clerical support for the Business Office. Other responsibilities include answering phones, filing, typing, data entry, shredding and processing mail. This position provides backup assistance to other Administration Building staff and communicates with district staff and the public.

Under the supervision of the Risk & Benefits Manager, the specialist is responsible for processing payroll, and associated transactions for the district. Responsibilities include processing timesheets for employee payroll, maintaining accurate records of payroll benefits, insurance and deductions.

Qualifications

Education/Experience:

• High school diploma or equivalent.
• One year of training in general office procedures, accounting/bookkeeping or payroll.
• School district accounting experience preferred.

Primary Responsibilities/Duties:

• Receives and files purchase order copies pending receipt of invoice.
• Receives invoices, verifies amounts against purchase orders; checks and corrects account codes; determines need for compensating use tax charges; checks and obtains authorization and documentation from appropriate personnel to pay invoices.
• Verifies accuracy of ASB, general, transportation vehicle fund, trust funds and capital project invoices prior to ordering warrants. Contacts appropriate personnel to resolve errors.
• Processes accounts payable vouchers. Orders and mails warrants.
• Sets up and maintains vendor files. Assigns new vendor numbers; changes vendor information on a regular basis.  Enters information into computer as required.
• Reconciles amounts and information on all vendor statements. Contacts vendors regarding discrepancies and requests invoice/credit memo copies. Ensures accuracy of information
• Verifies and records information and account codes on school district claims for reimbursement and other non-purchase order expenditures. Prepares and enters data into accounts payable system.
• Prepares federal, state and district reports as required, including tax records.
• Performs general office duties such as typing, filing, data entry; provides general information for the department.
• Routinely uses reason and accounting practices to process information and record data. 
• Must be able to maintain records in accordance with the state records retention schedule.
• Able to effectively communicate policy and procedures with staff and vendors.
• Ability to navigate state websites such as Labor & Industry, Dept of Revenue, etc. to determine vendor requirements were met for payment.
• Prepare and process monthly payroll for district employees.  Receive and verify timesheets and related forms for hourly employee payroll; confirm and assign budget codes; input information into a computer; run reports and balance hours to actual timesheet calculations.  Ensure that process is completed by payroll deadline.
• Maintain employee/payroll work history files.  Maintain records of employee benefits and payroll deductions, such as health, retirement, salary, life and dental insurances, union dues, credit union transactions and annuities.  Enters data into computer; sets up a system of controls to double-check accuracy of information.
• Receive warrants, scan for accuracy, and prepare for mailing. Mail benefit and investment warrants going to companies after amounts are balanced to company billings.
• Provide information to new and current employees regarding payroll procedures, deductions, and personal income and leave history. Maintain annual hours accumulation records for leave benefits. Respond to employee questions concerning payroll errors or changes in deductions; provide information and research records as necessary.
• Provide payroll assistance to Risk & Benefits Manager and assist payroll auditors as required. Provide payroll data information by researching and summarizing data.
• May participate in other departmental duties, as needed.
• Perform duties effectively and efficiently and meet all established timelines.
• Work cooperatively with school district employees and the public.
• Adhere to safety rules and regulations.
• Performs other related duties as assigned.

Knowledge/Skills/Abilities:

• Knowledge of general office, accounts payable and payroll processing procedures.
• Knowledge and skills in the operation of business machines, computers, spreadsheets, word processing and communication software.
• Keyboarding skill of 60 words per minute.
• Skill in operating a ten-key calculator by touch.
• Effective oral and written communication skills and ability to write reports and correspondence.
• Knowledge or ability to learn and implement federal, state and district rules and regulations concerning accounts payable procedures.
• Ability to set up and maintain an accurate filing system.
• Has good organizational skills; meets timelines appropriately.
• Physical ability to perform duties as required.
• Ability to organize, set priorities and meet deadlines.
• Ability to work effectively under pressure with frequent interruptions.
• Ability to work independently with minimal supervision.
• Maintain a high level of confidentiality.
• Remains objective, fair, and open-minded.
• Ability to establish and maintain effective working relationships with staff and public.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages and area.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Ability to perform duties with awareness of all district requirements and board of education policies.

Physical Demands/Work Environment:

This position is required to work on site. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; operate a computer using a keyboard and mouse; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds, such as accounting/payroll file boxes. Specific vision abilities required by this job include close vision and depth perception. The employee must be able to meet deadlines with time constraints and frequent interruptions. The noise level in the work environment is usually quiet. 

Equal Opportunity Employer

Aberdeen School District does not discriminate in any programs or activities on the basis of sex, race, ethnicity, creed, religion, color, national origin, immigration or citizenship status, age, veteran or military status, sexual orientation, gender expression, gender identity, homelessness, disability, neurodivergence, or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. Inquiries regarding compliance procedures may be directed to Christi Clinkingbeard, Title IX Officer (360) 538-2003 cclinkingbeard@asd5.org and Stefanie Lamont Section 504/ADA Coordinator (360) 538-2018 slamont@asd5.org. Aberdeen School District No. 5, 216 North G Street, Aberdeen, Washington 98520.