Accounts Payable/Secretary/Accountant (240-Day Contract at Central Office)

Boone County Schools

Job Description

Accounts Payable / Secretary / Accountant

Central Office – 240-Day Contract

Position Summary

The Accounts Payable/Secretary/Accountant performs accounting and clerical duties in support of the financial operations of Boone County Schools. This position is responsible for processing accounts payable, maintaining accurate financial records, providing secretarial support, operating the Central Office switchboard as assigned, and delivering courteous customer service to employees, vendors, parents, and the public. The employee must maintain confidentiality while ensuring compliance with all federal, state, and local laws, Board policies, and established accounting procedures.

Reports To

Director of Finance/Chief School Business Official, or designee

Employment Term

• 240-Day Contract
• Salary and benefits in accordance with Boone County Board of Education salary schedule and applicable state law.

Essential Duties and Responsibilities

Accounts Payable

• Process accounts payable invoices accurately and in a timely manner.
• Verify invoices, purchase orders, receiving documentation, and payment approvals.
• Prepare vendor payments and maintain accounts payable records.
• Reconcile vendor statements and resolve billing discrepancies.
• Process employee reimbursements and travel claims.
• Maintain vendor files and ensure required tax documentation is current.
• Assist with month-end and fiscal year-end closing procedures.
• Prepare financial reports and payment summaries as requested.
• Maintain compliance with state purchasing requirements, Board policies, and accounting standards.
• Assist with audit preparation and provide documentation for internal and external auditors.

Accounting Duties

• Maintain accurate accounting records using the county financial management system.
• Assist in preparing financial reports for state and federal reporting requirements.
• Reconcile assigned accounts and resolve discrepancies.
• Maintain spreadsheets, databases, and financial records.
• Assist with budget monitoring and expenditure tracking.
• Ensure confidentiality of all financial records.

Secretarial Duties

• Provide clerical and administrative support to the Finance Office.
• Prepare correspondence, reports, spreadsheets, and presentations.
• Maintain filing systems for financial and administrative records.
• Schedule appointments and coordinate meetings as assigned.
• Receive, sort, and distribute incoming mail.
• Order office supplies and maintain inventory for the Finance Office.
• Respond professionally to inquiries from employees, vendors, and the public.

Switchboard Operations

• Operate the Central Office switchboard as assigned.
• Answer incoming telephone calls promptly and courteously.
• Route calls to the appropriate departments and personnel.
• Receive and relay messages accurately.
• Assist visitors entering the Central Office and direct them appropriately.
• Provide professional customer service while representing Boone County Schools.
• Assist with front office coverage during breaks, lunch periods, employee absences, or other operational needs.

General Responsibilities

• Maintain strict confidentiality regarding financial, personnel, and student information.
• Demonstrate professionalism, integrity, and excellent customer service.
• Maintain effective working relationships with staff, vendors, administrators, and the public.
• Attend meetings and professional development as required.
• Perform other duties as assigned by the Director of Finance, Chief School Business Official, Superintendent, or designee.

Qualifications

• High school diploma or equivalent required.
• Experience in governmental accounting, school finance, or accounts payable preferred.
• Experience with Schools Funds Online
• Strong organizational, mathematical, and analytical skills.
• Excellent written and verbal communication skills.
• Ability to multitask, prioritize assignments, and meet deadlines.
• Ability to maintain confidentiality and exercise sound judgment.
• Have successfully passed the NOCTI Accounting and Secretary Test

Knowledge, Skills, and Abilities

• Knowledge of generally accepted accounting principles.
• Knowledge of West Virginia school finance procedures preferred.
• Ability to interpret financial reports and accounting records.
• Strong attention to detail and accuracy.
• Excellent customer service and interpersonal skills.
• Ability to work independently and collaboratively.
• Ability to communicate effectively with employees, vendors, administrators, and the public.

Working Conditions

• Office environment with frequent interaction with employees, vendors, and the public.
• Occasional deadlines requiring additional workload during fiscal year-end, audits, and reporting periods.