Support Staff - Accounts Payable

POSITION TITLE: Accounts Payable

REPORTS TO: Director of Business Operations

LOCATION: Central Office

QUALIFICATIONS:

• High School diploma 
• Associate’s degree or higher  - Preferred
• Minimum of 3–5 years accounting, bookkeeping, or administrative support experience - Preferred
• Strong computer skills, with proficiency in Google programs
• Such alternatives to the above qualifications as the Board may find appropriate

PURPOSE STATEMENT

The Accounts Payable Coordinator is responsible for processing and maintaining accurate accounts payable records for the district while ensuring compliance with district policies and financial procedures. This position supports financial operations by managing invoices, purchase orders, vendor payments, and related documentation while providing excellent customer service to staff and vendors.

ESSENTIAL DUTIES AND RESPONSIBILITIES

AP Processing and Compliance 

• Processes transactions including invoices, purchase orders, reimbursements, and check requests in accordance with established district procedures and timelines
• Reviews invoices and supporting documentation for accuracy, proper approvals, and compliance with district policies
• Matches invoices to purchase orders and verifies receipt of goods or services prior to payment
• Ensures timely and accurate processing of vendor payments, including checks and electronic payments
• Maintains files and records to ensure documentation availability and compliance with audit and regulatory requirements
• Researches and resolves discrepancies with invoices, purchase orders, or vendor statements
• Responds to inquiries from staff and vendors regarding payment status, procedures, and account details
• Maintains strict confidentiality of financial and vendor information

Financial Reporting and Reconciliation

• Reconciles accounts payable records and vendor statements to ensure accuracy of financial data
• Prepares reports related to accounts payable activity, expenditures, and outstanding obligations as requested
• Assists with month-end and year-end closing processes, including preparation of reports and documentation
• Supports audit processes by providing required documentation and information related to accounts payable transactions
• Monitors account balances and ensures expenditures are coded appropriately within district budgets

Vendor and Department Support

• Maintains vendor records including setup, updates, and required documentation
• Ensures compliance with W-9 collection and 1099 reporting requirements
• Communicates with vendors to resolve payment issues and maintain positive working relationships
• Assists staff with purchase order processes, coding, and accounts payable procedures
• Provides guidance to staff regarding purchasing and payment procedures in accordance with district policies

OTHER JOB FUNCTIONS

• Abide by state statutes, school board policies, and regulations
• Attend meetings as assigned
• Take all necessary and reasonable precautions to protect district resources, equipment, materials, and financial information
• Maintain accurate, complete, and correct records as required by law, district policy, and administrative regulation
• Performs other duties as assigned by the Director of Business Operations

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong knowledge of accounts payable processes and basic accounting principles
• High attention to detail and accuracy
• Strong organizational and time-management skills
• Ability to analyze financial data and resolve discrepancies
• Effective communication and customer service skills
• Ability to maintain confidentiality and exercise sound professional judgment
• Ability to manage multiple tasks and meet deadlines

WORK ENVIRONMENT

• Office setting within a school or district administrative building
• Frequent interaction with staff, administrators, and vendors
• Extended periods of sitting and computer work
• Occasional lifting of office materials up to 20 pounds
• Participation in meetings outside regular hours as needed

ATTENDANCE

• Consistent and regular attendance is an essential function of this position

FLSA Status

Non-Exempt

Salary Grade

Support Staff

TERMS OF EMPLOYMENT:  12 months; Full Time

Background clearance required; the results of which must be satisfactory to the District.

EVALUATION: 

Performance will be evaluated by the Director of Business Operations  in accordance with district policies. 

Applications will be screened as they are submitted. The job will remain posted until filled.

The Mexico Public School District is an EQUAL OPPORTUNITY EMPLOYER.  NOTICE OF NONDISCRIMINATION Our School District Prohibits discrimination and harassment against employees, students, or others on the basis of race, color, national origin, sex, age, ancestry, religion, disability by law in admission or access to, or treatment or employment in its programs and activities.