Administrative Assistant - Accounts Payable

START DATE: July 20, 2026 or later

HOURS/DAY: 8 hours per day, 260 days per year

RATE OF PAY: $26.02 -$30.63 per hour � Category D (2025-26 pay rates)

Terms of employment per the Prior Lake Administrative Assistants Federation Education MN Local #4887 collective bargaining agreement.

Join Our Team and Thrive! 

We offer a comprehensive benefits package that stands out among school districts:

• Health Insurance: A rich health plan that provides extensive coverage for you and your family, ensuring peace of mind.
• Dental Insurance: Full coverage options for routine and preventive care, keeping your smile bright and healthy.
• Life Insurance: Protect yourself and your loved ones with a robust life insurance plan
• An Employee Assistance Program, free to employees and their family members
• Optional medical and dependent care flexible spending account

To learn more about our benefits and eligibility, visit ourwebpage for new employees.

SUMMARY:

Manage end-to-end accounts payable processes and administrative workflows to ensure accurate, timely financial reporting and vendor compliance.

ESSENTIAL FUNCTIONS

This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

• Review and process district-wide accounts payable and employee expense reimbursements.
• Review all UFARS codes on requisitions/POs for accuracy.
• Assist school and department Administrative Assistants with requisitions and purchase orders.
• Ensure compliance with IRS 1099 rules and regulations and other forms as required.
• Pays vendors by monitoring discount opportunities, verifying federal ID numbers, scheduling and preparing checks, electronic payments and refunds.
• Resolves purchase order, contract, invoice, or payment discrepancies and documentation.
• Maintains and updates computer and office files.
• Creates and maintains vendor profiles.
• Complies with state record retention guidelines.
• Maintains compliance with district policy and legal statutes regarding financial records.
• Provides information for internal and external district audits.
• Reconciles account records.
• Complete and file credit applications as needed.
• Helps to support the Procurement Card (P-Card) program.
• Collaborate with the Staff Accountant on cross-functional accounting projects.
• Perform other duties and responsibilities as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience:

• Associate's degree in related field or minimum 3 years of prior experience preferred.
• Experience with or understanding the importance of confidentiality within the workings of a large, complex organization.

Required Certificates, Licenses, and Registrations:

Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

• N/A

Required Knowledge:

• Knowledgeable of UFARS account code structure.

Required Skills:

• High attention to detail and accuracy to ensure accuracy across all tasks.
• Ability to review, interpret, and analyze financial data.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and work ethic to foster a collaborative team environment.
• Utilize strong organizational skills to manage priorities and meet deadlines effectively.
• Understand and comply with applicable state and federal laws, regulations, and district policies.

PHYSICAL/MENTAL REQUIREMENTS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Mobility to work in an office setting, use standard office equipment, and stamina to sit for extended periods while performing data entry and financial tasks; strength to lift and carry files, binders, or office materials up to 20 pounds; vision to read printed materials, computer screens, and financial reports; and hearing and speech to communicate effectively in person and over the telephone.

WORKING ENVIRONMENT:

Work will be completed in an office environment.